What are the responsibilities and job description for the Executive Administrative Assistant position at Hoffman & Hoffman Inc?
Position Purpose: The Executive Administrative Assistant’s main duties include executive support, administrative support and front office management. To be successful in this role, this individual should be professional, proactive, assertive, exuberant and have a high regard for confidentiality, must be able to meet deadlines and communicate effectively. Our ideal candidate has previous experience as an Executive Administrative Assistant working with senior level management and is familiar with office management technologies. Ultimately, the Executive Administrative Assistant should be able to identify and address the needs of senior-level executives and perform administrative tasks to ensure our company workflow runs smoothly. The ideal candidate will be skilled in prioritization, have great problem-solving and analytical thinking skills, exhibit leadership qualities, and display good judgment.
Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.
Executive Administrative Assistant duties and responsibilities:
Executive Support
- Coordinate daily calendars of senior executives.
- Prepare travel arrangements for executives and management team as needed.
- Keep the executive team on time and on task.
- Respond promptly to management team queries.
- Prepare expense reports, miscellaneous reports, memos, invoice letters, and other documents.
Administrative Support
- Manage the front desk, greet guests, and answer calls, routing them to the proper person or taking messages.
- Facilitate internal communication by distributing information as requested.
- Partner with HR to maintain office policies as necessary.
- Plan meetings and events.
- Administer corporate accounts with vendors.
- Coordinate with vendors to supply literature and branded swag to the sales team as needed.
- Manage the handling of all event tickets and payments for the sales team.
- Use various software to complete tasks, such as MS Word, Excel, PowerPoint, databases, and transcription machine.
- Provide general administrative support and any other duties as assigned.
Office Management
- Organize and complete office operations and procedures, ensuring integrity and confidentiality of data.
- Facilitate maintenance, cleaning, mailing, shipping, bills, and errands.
- Coordinate with IT to ensure that the required office technology is in place and functional.
- Maintain office supplies related to writing and printing, filing and organization, mailing and shipping, cleaning and maintenance, electronics, and furniture.
- Ensure the conference rooms are stocked with drinks, snacks, coffee, and any requested materials.
- Manage conference room schedules, and coordinate meeting catering, setup, and cleanup.
- Suggest more efficient ways to run the office and troubleshoot any malfunctions.
Position Requirements:
- Associate degree or equivalent combination of education and at minimum 5 years proven professional experience as an Executive Administrative Assistant.
- Experienced in event planning and making travel arrangements for senior level executives.
- Ability to maintain confidentiality and appropriately handle sensitive information with tact and discretion.
- Proficient with office management systems, ERPs and MS Office
- Experienced using online calendars and cloud systems.
- Experience using office equipment.
- Strong verbal and written communication skills (via phone, email and in-person)
- Experience exercising discretion and confidentiality with sensitive company information.
- Excellent organizational skills with an ability to think proactively and prioritize work.
- Strong time management skills
- Strong problem solving and analytical thinking skills.
Physical Demands
- Standing: Frequently
- Walking: Frequently
- Sitting: Frequently
- Handling/Fingering: Frequently
- Bending: Frequently
- Pushing/Pulling 12 lbs or less: Frequently
- Lifting/Carrying 10 lbs or less: Frequently
- Lifting/Carrying 11-20 lbs: Occasionally
- Reaching Outward: Occasionally
- Reaching Above Shoulder: Occasionally
- Squatting/Kneeling: Occasionally
This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Hydronics.
EOE/ Vets / Disabled