Executive Assistant

Department : Executive Operations

Position Purpose

The Executive Assistant will be responsible for delivering a high standard of administrative support to the company executive including all aspects of administrative support.

The Executive Assistant must have the ability to anticipate and resolve conflicts as they arise and prioritize issues.

This position requires excellent interpersonal and relationship-building skills and must use a solutions-oriented approach to support and address the business needs of the office, including supporting other team members, and business partners as required.

Duties and Responsibilities

The statements on this job description are intended to describe the general nature and level of work being performed by incumbents.

They are not an exhaustive list of all responsibilities, duties, and skills required by all incumbents. Incumbents may perform other duties as assigned.

May be responsible for any of the following areas of responsibility in support of our clients requirements. :

Executive Support to Executive

• Manage, maintain, and organize the calendars and meetings, coordinate travel and meeting logistics, and handle all telephone communications.
• Must be able to handle executive matters and discussions confidentially
• Handle office and facility issues as required for the safety and health of the office staff and improvements to the office, including oversee facility improvement.
• Work in partnership with Leadership to build and foster a positive company and office culture.
• Lead administrative efforts to gather and review reports / data that allows the executive to make critical, informed decisions.
• Maintain appointments for select executives
• Ensure, in the executive's absence, that requests for action and information are handled in a timely and professional manner.
• Receive and entertain VIP prospects, guests, and visitors

Administrative

• Perform administrative functions such as preparing internal and external correspondence, preparing presentations
• Organization and preparation of all business and office correspondence
• Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests
• Maintain follow-up; organize files so information is readily available; prepare file directories
• Serve as needed as a backup at reception desk
• Handle logistics and prepare materials for conference calls and meetings / events
• Maintenance of office equipment, such as computer system, copier, faxes and printers
• Monitoring supply and equipment stock, determine needs, and place orders for necessary items.
• Processing and routing of all mail and other deliveries
• Organization and maintenance of all office records
• Coordination of company-related events including meetings, product shows, company events, etc.

Human Resources, Payroll and Finance

• Organize and maintain vendor and financial files, including bank statements. Make check deposits as needed.
• Human Resources support responsibilities including assisting with maintain personnel files, benefits support, and payroll reporting.
• Function as backup for internal payroll & finance preparation.

Quality and Compliance Support

• Must be an advocator of quality to support and improve the business processes.
• Work closely with management to ensure Quality KPIs are achieved and maintained for continuous business and customer service improvements.
• Establish and maintain the Quality Management System Manual to ensure accurate information.
• Perform other special duties as requested by the Executive Team.

Marketing Support

• Serve in a support role for all Sales and Marketing initiatives / projects in business development and proposal preparation.
• Maintain follow-up on client contacts; prospective client inquiries.
• Handle responses to correspondence and publication requests.
• Participate in preparation of all proposals for prospective clients.
• Ensure proposals are completed and submitted in a timely manner.
• Support coordination of event planning.

Education and Experience

• Associate degree or higher or work experience equivalent
• Must have at least 2+ years of experience as an Executive Administrative Assistant supporting C-Level Executives or senior level administrative experience
• Must have a minimum of 5 years or more experience in developing and implementing business processes
• Extensive experience in coordinating, planning, and supporting daily operational and administrative functions

Technical Skills and Abilities

• To perform this job successfully, an individual should have an accomplished knowledge of Microsoft Office (e.g., MS Word, Excel, PowerPoint, Outlook), Access, and Microsoft Project
• Must be a quick learner of new applications, processes, and strategic business areas
• Demonstrated aptitude for statistical analysis, spreadsheet manipulation and database management
• Must be able to complete spreadsheets requiring mathematical calculations

Language and Communication Skills

• Must have strong communication skills both written and verbal
• Must have articulate, grammatically- and syntactically correct, written and verbal business-level communication capabilities.
• Must be detail oriented and the ability to proofread
• Professional presentation and speaking capabilities

Required Professional Skills

• Must be highly qualified to multi-task with good organizational skills
• Requires strong reasoning, analytical and problem-solving skills
• Must be able to understand business problems from varying perspectives
• Must have the ability to prepare presentations, trend charts, and analyze data
• Be a team player and maintain good interpersonal relationships
• Must be able to develop and manage effective business relationships
• Must be capable of leading diverse work groups
• Must be able to work independently with minimal supervision and take ownership of tasks or projects
• Must be able to handle highly confidential information on a daily basis
• Ability to function independently and rely on experience and judgment to plan and accomplish assigned tasks and goals.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Mental stamina for problem-solving and prioritizing multiple tasks.
• Ability to prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
1 hour ago