What are the responsibilities and job description for the Executive Assistant position at vaenterprises?
The Executive Assistant is an integral part of a dedicated and highly skilled team, responsible for providing outstanding customized service. Maintaining a high level of service is critical to the success of this position.
Reporting Relationship:
Vice President (2)
DUTIES & RESPONSIBILITIES:
Administrative
- Complete a wide variety of administrative tasks, including managing calendars; handling logistical items; composing and preparing correspondence; and arranging travel plans, itineraries, and agendas.
- Create presentations and other meeting materials using various software.
- Work closely and effectively with the executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Demonstrate professionalism and courtesy in representing the executives through interaction with internal and external colleagues, vendors, and partners.
- Maintain the monthly calendar for both the office and operating entities for deadlines, vacations, and coordination of scheduling.
- Receive, sort, and distribute incoming mail and packages; prepare and send outgoing mail, ensuring timely and accurate delivery.
- Organize, manage, and maintain electronic systems, records, and contacts; assist with tracking, reporting, and document completion.
- Monitor inventory levels, order, and restock office and kitchen supplies to support daily operations.
- Assist with projects and follow through to successful completion.
- Serve as a backup for the Senior Executive Assistant, as needed.
Other
- Prioritize conflicting needs, handle matters efficiently and proactively.
- Work with other administrative staff to coordinate meetings and projects.
- Effectively collaborate and communicate with others; attentively listen, ask questions, work well with others, and demonstrate a desire to be part of a team.
- Exercise sound judgment and an appropriate sense of urgency.
- Complete other projects and duties as assigned.
REQUIREMENTS:
- Bachelor’s degree preferred.
- At least 3-5 years of experience supporting leaders.
- Strong proficiency in Office 365 (Outlook, Word, Excel, and PowerPoint)
- Fundamental skills to support the operations and finance functions.
- Ability to manage multiple projects simultaneously with efficiency; strong attention to detail.
- Strong interpersonal skills and the ability to build relationships with internal and external staff, and people outside the organization.
- Proven track record of providing outstanding customer service with a professional, tactful demeanor.
ADDITIONAL REQUIREMENTS:
- Ability to lift and move boxes of office and kitchen supplies.
- Must maintain the highest standard of professional conduct, ethics, and integrity in all operations.
- Uncompromised commitment to the highest level of confidentiality and sensitivity to privacy in all aspects of job responsibilities must be exercised at all times.