Executive Assistant

Summary:

This position supports the company owner and the Marketing Manager and requires the utmost professionalism in handling confidential business and owner family matters. Schedules appointments, gives information to callers, makes travel arrangements and otherwise relieves senior executives of some clerical and administrative work.

Essential Duties and Responsibilities:

• Act as the point of contact between the executives, staff and customers
• Answer phone calls, take messages and route correspondence appropriately
• Coordinate owner’s schedule and appointments
• Handle requests and queries; take some dictation and prepare correspondence for company owner
• Prepare and submit expense reports as requested by executives and/or company owner
• Prepare and arrange for internal/external meetings as appropriate; preparing agendas, coordinating meeting details such as location and meals
• Coordinate onsite customer trainings multiple times per year
• Coordinate and arrange travel for staff and occasionally for customers
• Assist in processing inquiries from the company website; assist in addressing customer records with internal CRM
• Handle some personal matters/errands for the company owner
• Manage registration applications for trade shows; arrange travel and accommodations logistics
• For large national tradeshows, work with Marketing to liaise with vendors (including catering and entertainment) and coordinate equipment rentals as well as required onsite labor and utilities
• Other duties as assigned

Requirements:

• Proven experience as an Executive Administrative Assistant or Administrative Assistant who has supported senior level employees
• Must be able to perform well under stress
• Discretion, professionalism and able to maintain confidentiality
• Very detail-oriented and organized; able to meet deadlines
• Ability to receive performance feedback and make improvements
• Excellent verbal and written communication skills
• Strong problem-solving skills and ability to identify and resolve problems in a group or individual setting
• Advanced knowledge of MS Office (Word, Excel, Outlook, PowerPoint, Teams)
• Analytical skills are critical to gather data for reporting and prioritize workload

Education and/or Experience:

• 4-year college degree preferred; associates degree or some college accepted
• Minimum of 3-5 years of relevant experience

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. The employee is required to climb stairs and occasionally stoop or kneel. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

The work environment is usually moderately quiet and is climate controlled.