Position: Executive Administrative Assistant
Reports to: Chief Executive Officers
Department: Administrative Services
Purpose: The Executive Administrative Assistant is responsible for providing a wide range of corporate and executive support for the Chief Executive Officer (CEO), Chief Operating Officer (COO), and the Chief Financial Officer (CFO). The ideal candidate will possess the ability to work efficiently and diligently in a fast-paced environment, while proactively managing the requests and needs of company executives and back-office teams. This role manages a broad range of tactical and strategic support activities, professionally representing the company, exercising confidentiality, discretion and strong judgment in a variety of areas.
Duties and Responsibilities:
•Manage day-to-day operations by providing direct administrative and daily management support to the Chief Executive Officer, Chief Financial Officer, Chief Operating Officer. Act as first point of contact and control access to the Executive. Remind executives of important tasks and deadlines in the upcoming day, week, and long-term.
•Anticipate obstacles and quickly respond to constant change, such as deadlines and travel/schedule changes.
•Manage and maintain CEO/CFO/COO's daily and long-term calendars for both internal and external meetings and calls, activities, special events, vacations, travel, and other notable events.
•Manage CEO/COO/CFO's travel itineraries and coordinate air travel, ground transportation, lodging, meal and meeting reservations, booking of activities. Travel management requires responsiveness to heavy and changing demands, including booking international travel and filling out the necessary paperwork.
•Assist with preparations for internal and external meetings including gathering agendas, taking notes, conference room preparations, and ordering/buying/serving beverages, meals, snacks for Excel Office and guests.
•Compose step-by-step itineraries, correspondence, presentations, memos, and various reports for the CEO, CFO, COO. This includes proofreading, attention to accuracy, and ensuring professionalism of all materials and presentations.
•Screen internal and external correspondence (i.e. phone calls, emails, voicemails, mail etc.). Conserve the CEO/CFO/COO's time by reading, researching, and routing correspondence, drafting letters and documents, and initiating communications. •Manage, audit, and submit expense reports for CEO, COO, and CFO. Reconcile personal credit card bills with receipts and provide details to personal accountant.
•Assists in the coordination and preparation of meetings with internal and external key partners.
•Collaborates with other corporate office departments to lend administrative support as needed.
Qualifications:
•High School diploma or equivalent preferred.
•3-5 years of experience in a corporate setting supporting C-level Executives.
•Excellent customer service, interpersonal, and communication skills.
•Extreme attention to detail.
•Strong judgment and decision-making ability.
•Must be a self-starter with effective time management skills and the ability to meet deadlines.
•Ability to collaborate with employees at various levels of the organization.
•Ability to convey information to internal and external customers in a clear, focused, and concise manner.
•Ability to function effectively and positively within a team environment.
•Ability to maintain confidentiality.
•Strong proficiency in MS Office products - Word, Excel, Teams and Outlook.
Supervisory Responsibility : This position has no supervisory responsibilities.
Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; stand; walk; use hands, handle or feel; and reach with hands and arms.
The employee is occasionally required to climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift and move up to 10 pounds and occasionally lift and move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Position Type/Expected Hours of Work: This is a full-time, exempt position. Under the Regulations, Part 541, an exempt employee is one who is not entitled to the minimum wage or overtime pay protections of the Fair Labor Standards Act (FLSA). Standard days and hours of work are Monday through Friday, between 8:00 a.m. and 5:00 p.m. This position may work outside of normal business hours to include evenings and weekends as needed.
Travel : 5-10% local day travel is occasionally expected for this position.
EEO Statement: Excel Fitness is an Equal Opportunity Employer. We are committed to the policy of equal employment opportunity in recruitment, hiring, career advancement, and all other employment practices.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.