Executive Assistant

Job Overview
As an Executive Administrative Assistant, you will be the backbone of our executive team, ensuring smooth operations and efficient support. Your role will involve managing schedules, coordinating projects, and providing top-notch administrative support that keeps our organization thriving. With your exceptional organizational skills and proactive approach, you'll help drive our success while creating a positive environment for all.

What you’ll do

• Manage executive schedules: Maintain complex and ever-changing calendars, including scheduling meetings, appointments, and conference calls.
• Coordinate travel: Arrange detailed and complex travel logistics, including transportation, accommodations, and itineraries. Prepare and submit detailed expense reports.
• Act as a gatekeeper: Serve as the primary point of contact for internal and external stakeholders, screening incoming calls, emails, and visitors to prioritize the executive's time.
• Handle correspondence: Draft, proofread, and prepare professional correspondence, memos, reports, and presentations on behalf of the executive.
• Prepare for meetings: Organize and prepare materials for meetings, create agendas, take meeting minutes, and track follow-up action items.
• Maintain confidentiality: Handle all confidential and time-sensitive information with the highest level of discretion and integrity.
• Manage projects: Assist with special projects by coordinating resources, performing research, compiling data, and monitoring deadlines.
• Oversee office administration: Manage and maintain filing systems (both physical and electronic), order office supplies, and coordinate company events.
• Supervise staff (as needed): In larger organizations, may be responsible for training and supervising lower-level clerical or administrative staff.
• Prepare and edit executive presentations: Create high-level PowerPoint presentations, often translating complex data into a clear visual narrative that aligns with the company's brand guidelines.
• Take board meeting minutes: Accurately record the proceedings of board meetings, including key decisions, motions, votes, and action items, while maintaining an impartial and objective tone.

Basic qualifications

• Experience: A minimum of 3–5 years of experience in an administrative role supporting upper management, preferably at the C-suite level.
• Technical proficiency: Expert-level knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with virtual meeting software (e.g., Zoom, Microsoft Teams).
• Communication: Exceptional written and verbal communication skills, with a professional and confident demeanor.
• Organizational skills: Strong time-management skills with the proven ability to organize, coordinate, and prioritize multiple concurrent projects.
• Proactivity: Forward-thinking and resourceful, with a knack for anticipating needs and solving problems before they arise.
• Integrity: Demonstrated ability and temperament to handle highly sensitive and confidential information with discretion.
• Adaptability: A flexible and composed team player who can adapt quickly to changing priorities in a fast-paced environment.
• Background in customer service with a friendly demeanor.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Executive Level Administrative Assistant: 2 years (Required)

Work Location: In person