JOB TITLE: Executive Assistant

REPORTS TO: President/CEO

 

SUMMARY: Provides administrative support to the President/CEO and the Executive Team.

 

DUTIES AND RESPONSIBILITIES:

• Maintains executive’s appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel
• General office management duties including ordering office supplies, ordering business cards, scheduling cleaning services and coordinating office maintenance services
• Reviews and responds to daily internal/external mail and overnight packages
• Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls via TEAMS
• Composes, types, proofreads and distributes professional correspondence and memoranda, E- mails, using individual initiative and as assigned
• Meets and greets visitors in a courteous and professional manner
• Takes minutes during Executive Team meetings
• Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials and reserving and preparing facilities
• Conducts research; Creates spreadsheets and PowerPoint presentations
• Plans company events, including catering, hotels, travel, entertainment
• Interfaces with building manager on getting needed Building Management issues addressed
• Proactively establishes and maintains highly organized filing system; files correspondence, NDAs and other record
• Proofreads website pages, etc.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues
• Performs general clerical duties including but not limited to filing, photocopying, and mailing
• Assists with special projects and performs other related duties as assigned by management
• Trade show duties: maintain spreadsheet of event dates, confirm attendees, confirm sponsorship needs, assist with shipping booth and other items, book travel arrangements, book registrations.

   

  QUALIFICATIONS:

  • Associate's degree (A.A.) or equivalent, ten years related experience, or equivalent combination of education and experience.
  • Excellent verbal and written communication skills.
  • High skill level in Microsoft Office, experience with Concur.
  • Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
  • Acute attention to detail.
  • Ability to work on complex projects with general direction and minimal guidance.
  • A proactive approach to problem solving with strong decision-making skills.
  • Creative, flexible, and innovative team player.
  • Strong organizational and analytical skills; able to manage priorities and workflow.

     

     

     

    COMPETENCIES:

• Oral Communication--Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Organizational Support--Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Planning/Organizing--Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Motivation – A self-starter who manages responsibilities and commitments clearly. Measures performance against successful achievement of defined goals and objectives.

 

Posted On: Wednesday, June 15, 2022
Compensation: 80K plus bonus