Job description

We are looking for a self-motivated and organized individual who is passionate about taking the initiative in a fast-paced work environment. The Executive Assistant will be responsible for the daily administrative operations of our Executive and office, and will maintain confidentiality at all times. This position requires flexibility, as duties may be changed at any time without notice. You will provide high-level administrative support for an Executive at our company.

Responsibilities:

Arrange and maintain the executive schedule

Independently manage and schedule programs and projects

Arrange and schedule meetings as appropriate and prepares meeting minutes

Maintains confidential reports and records as required

Opens, sorts, processes, and distributes incoming correspondence, check requests, and invoices as appropriate

Manage payables filing system

Accepts and screens incoming phone calls for the executive as appropriate

Manages logistics of large-scale meetings and events, including invitation lists, RSVPs, seating charts, and caterers

Assist in executing large-scale events, including marketing materials, promotional items, communications, and coordination with event sites

Attend and record conference call meeting minutes; prepare minutes for executive meetings

Directs and assigns work to other offices' clerical personnel; serves as a resource regarding applicable rules, regulations, and policies and procedures; serves as a backup for other departments' clerical positions

Coordinate complex domestic and international travel arrangements

Prepare confidential correspondence, including letters, agendas, spreadsheets, and forms

Prepare office and conference room for meetings

Prepare and organize presentations

Update social media accounts as required

Order supplies and maintain inventory

Occasional travel will be required

Assist in interviewing and hiring personnel

Qualifications:

Previous experience as an executive secretary, administrative assistant, executive assistant, or in other related fields.

Excellent social, speaking, and writing skills

Project coordination experience and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors

Ability to be discreet and maintain confidentiality

Computer skills including Microsoft Word, Excel, and Powerpoint

Google/Google Sheets

Excellent math skills

Travel planning and arrangements

Ability to travel on short-term assignments; must have TSA pre-check

Internet research skills

Strong attention to detail

Ability to prioritize and multi-task

Strong organizational skills

Typing of 80wpm or more

Bachelor's Degree required

Pass a background check and drug test

Minimum three years of relevant experience

Must have verifiable reference

A flexible schedule is required

Job Type: Full-time

Benefits:

Dental insurance

Health insurance

Paid time off

Vision insurance