Executive Assistant

Description

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive operational and administrative support to the leadership team. This role is ideal for someone who thrives in a fast-paced environment, anticipates needs and exercises sound judgment in a variety of situations. The Executive Assistant will work closely with the Executive and Director teams to enhance operational efficiencies, improve technology adoption, and support strategic initiatives that directly impact time management.

Responsibilities

Executive and Leadership Support

• Manage sensitive matters with a high level of confidentiality and discretion. 
• Draft, edit, and format documents and presentations using Microsoft Word, Excel, and PowerPoint.
• Coordinate cross-divisional projects and ensure timely execution of deliverables.
• Manage complex calendars for the Leadership team.
• Coordinate travel arrangements. 
• Track and submit expenses. 
• Assist with conference registration and expenses for team members, as needed.
• Perform special projects and support strategic initiatives as assigned.
• Running errands and ordering gifts for special occasions, memorials, and celebrations.

Meeting Coordination

• Organize and manage meetings, including scheduling, agenda preparation, and follow-up on action items.
• Coordinate onsite and offsite meetings, prepare relevant materials, order catering, take meeting minutes and follow up on action items. 
• Support project and task management to ensure priorities are met.
• Coordinate internal team meetings and lunches.

Systems Support

• Assist in the implementation and optimization of tools and technologies.
• Manage and update data in our project and customer management systems. 
• Support use of conference room technology, copiers and phone systems.

Requirements

Education & Experience

• Education: Associate or Bachelor’s degree preferred.
• Experience: A minimum of three years of executive support, operations or project coordination.

Knowledge & Skills

• Embodies our core values of Professional, Trust, Positive, and Team Player in all aspects of their work and relationships.
• Maintains professionalism and strict confidentiality with all materials and conversations.
• Exceptional organizational and time management skills.
• Ability to work independently, prioritize effectively, and adapt to changing priorities.
• Demonstrates strong communication skills, both verbal and written, to successfully interact with a variety of people inside and outside the organization.
• Highly proficient in Microsoft Office Suite, project management tools (i.e.: Asana, Trello), and has the ability to quickly learn new software applications.
• Familiar with data analysis and reporting tools (i.e.: Excel, Zapier, PowerAutomate,).
• Salesforce experience preferred but not required. 

Physical Demands

• This role’s physical exertion is sedentary and within an office environment. 
• Exerting up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. 
• Substantial movements and repetitive motion of the wrists, hands, and fingers. 
• Individuals should have close visual acuity to perform activities such as preparing and analyzing data and figures; transcribing, viewing a computer, and extensive reading.

UNICO Group is committed to the full inclusion of all qualified individuals. In keeping with our commitment, UNICO Group will take steps to ensure that people with disabilities are provided reasonable accommodation. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and to receive all other benefits and privileges of employment, contact People Operations at careers@unicogroup.com