Executive Administrative Assistant

Estep & Company seeking an Executive Administrative Assistant to add to our team. The company boasts of a dynamic environment where everyone pitches in to help in the business success. The Executive Administrative Assistant will be a valued member of a strong. Stable company where growth and job security is clearly evident.

Responsibilities:

Schedule and Calendar Management: Coordinate complex executive calendars, schedule meetings, confirm appointments, and resolve conflicts to optimize the executive’s time.

Communication Handling: Serve as the primary point of contact for internal and external stakeholders, manage emails and phone calls, respond to inquiries, and maintain professional correspondence.

Document Preparation and Management: Prepare, proofread, and format reports, presentations, memos, and other corporate documents. Maintain organized filing systems for both paper and electronic records.

Travel and Event Coordination: Arrange detailed travel itineraries, accommodations, and transportation for all trips. Plan and execute corporate events, conferences, and staff appreciation activities.

Financial and Administrative Support: Process expense reports, invoices, and purchase orders. Perform basic bookkeeping and maintain accurate records to support executive decision-making.

Gatekeeping and Confidentiality: Screen and prioritize incoming requests, maintain confidentiality of sensitive information, and anticipate executive needs to prevent disruptions. Manage documents and confidential Information with appropriate discretion.

Research and Reporting: Conduct research, compile data, and prepare briefings or background materials to support executive initiatives and strategic planning.

Overseeing general office processes and all associated tasks relating to the day-to-day running of the office.

Key Skills and Competencies

• Organizational and Time Management: Ability to multitask, prioritize workloads, and manage deadlines efficiently.
• Communication Skills: Strong verbal and written communication to interact with executives, staff, and external partners.
• Technical Proficiency: Expertise in MS Office, e-calendars, office equipment, and other administrative software.
• Professionalism and Discretion: Uphold a high level of professionalism and confidentiality in all interactions.
• Problem-Solving and Initiative: Anticipate needs, resolve issues proactively, and support executive productivity.
• Detail oriented, extremely organized, analytical thinker.
• AI workflow automation & AI Agent ability
• 3 years’ experience necessary

Additional Duties

Executive Administrative Assistant may also:

• Coordinate corporate communications and client interactions.
• Assist with strategic projects and departmental initiatives.
• Support onboarding or training of staff in administrative procedures.
• Overall, the role is central to enhancing executive efficiency, maintaining smooth operations, and supporting organizational goals through meticulous administrative and operational management.
• Ordering uniforms for operations teams.
• Ordering Office Supplies
• Ordering maintenance parts & equipment
• Fleet Management
• Registrations & Plates
• Managing titles
• Managing insurance for all entities
• Detailing Scheduling
• Refilling car wash programs

o Geotab/Verizon vehicle tracking management

Lease management

• Capturing & retaining all drives accessible by administration
• Loading into Occupier
• Tracking renewal dates
• Processing mail & other receivables
• Processing refunds & customer experience
• All other duties as assigned.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Phone number

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Office: 1 year (Preferred)

Work Location: In person

Salary : $20 - $24