Executive Assistant

The Executive Assistant contributes to the efficiency of the organization by providing personalized and timely support to the Vice President of Client Relations. Duties include calendar management, preparing necessary reports and presentations and proactively anticipating business needs of the client relations leadership team. The Executive Assistant will have exceptional communication skills and thrive in a fast-pace environment. A high level of confidentiality and discretion is required.

Responsibilities

• Maintain the office of the assigned Executive and provide all necessary administrative support for the Executive team and assorted other leaders as requested
• Take ownership of one or more Executives calendar and schedule
• Maintains appointment schedule by planning and scheduling meetings and conference calls.
• Coordinate meetings by providing agendas, taking minutes, making note of action items and necessary follow-up
• Collect and distribute weekly and monthly reports as requested
• Prepare and distribute information for internal and external communications, including but not limited to memos, emails, presentations and reports
• Assume responsibility for establishing and maintaining effective communication and coordination with Paycom personnel and management when questions or roadblocks arise
• Host department wide calls, including agenda, call management, and meeting notes.
• Manage information flow in a timely and accurate manner
• Screen and direct phone calls and distribute correspondence
• Use independent judgement to read, research, route correspondence and collect or analyze information received both verbally and written
• Research travel options, book, adjust and maintain multiple travel schedules
• Plan, coordinate and execute department events and dinners of varying sizes.
• Manage and submit expenses, ensuring timely submission of required documents and payment
• Make department purchases as necessary, including but not limited to supplies and employee recognition items.
• Completes projects accurately and timely as defined by Paycom management
• Act as back-up for other Executive Assistant staff as needed.