Executive Assistant

Title: Executive Assistant                                                                                            

Reporting to: Director of Operations or Office Lead

Salary Range: $93,000-$121,800 annual

Overview of Role

The position will be responsible for providing high-level administrative support to the regional office or location and other senior staff by answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies, as well as additional clerical duties. The Executive Assistant should have the ability to identify opportunities within a project that will add value and help successfully accomplish the client’s desired project outcome.

Essential Functions 

• Preparation of correspondence, confidential memos, meeting minutes and reports, as requested.
• Maintain the manager(s) calendar and contacts as requested.
• Uses independent judgment in matters that directly relate to the operations of the office.
• Overseeing administrative policies within an organization and within the office; recommending changes as appropriate.
• Process office invoices, timesheets and billing.
• Update Workload Forecast file
• Manage Client Relationship Management (CRM) data as needed
• Update Project Tracking documents as needed
• Opening, sorting, and distributing correspondence, including email, faxes, and snail mail.
• Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner.
• Prepare reports, collect, and analyze information; prepare presentations.
• Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes.
• Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
• Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment.
• Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry.
• Train clerical staff on office equipment, policies, and procedures. Provide clerical and general office support to other offices. Delegate tasks and responsibilities to other staff members when appropriate.
• Composing and editing PowerPoint presentations
• Creating/maintaining Excel spreadsheets
• Contributes to team performance by collaboration and effective communication.
• Contributes to and understands the client's desired project outcomes, identifies opportunities to add value to accomplish the desired outcomes.
• Adds to team effort by accomplishing other duties as assigned.

The ideal candidate will demonstrate a positive proactive approach to the role, and will be committed to delivering customer service excellence, with good commercial results.

• Minimum Education (or substitute experience) required:  AA Degree
• Minimum Experience required:  5 years of previous office admin experience supporting C-level executives
• Skills Required:  Excellent communication and interpersonal skills, demonstrates initiative, familiarity with dictation, previous experience handling complex travel agendas and arrangements, keen knowledge of Microsoft Office and general clerical abilities, good typing skills (75 wpm), proficient in PowerPoint; and ability to maintain confidentiality.

Physical Requirements and Working Conditions:

• Indoor office environment. May require work on site location when necessary.
• Equipment used includes computers and standard office machines.
• Essential physical tasks include: the ability to work on a computer and the ability to answer and speak on a telephone.