Executive Administrative Assistant

We are seeking an experienced, proactive, and highly organized Executive Administrative Assistant to provide high-level administrative support to our executive team, including the CEO, while taking on additional responsibilities related to operations. In this role, you will be responsible for managing the respective calendars, coordinating travel arrangements, organizing and hosting meetings and events, and handling correspondence. The ideal candidate will be able to learn to anticipate the needs of senior leadership and balance the demands of executive assistance with operations duties, ensuring the smooth and efficient functioning of the day-to-day tasks of the executives and organization. Must also be great at project management. This position will report directly to one of the company's executives.

Responsibilities:

• Coordinate and schedule meetings using Outlook calendar in an efficient manner.
• Organize and coordinate company events and meetings, both big and small.
• Host key customers at the company with a high sense of hospitality, including preparing the room, offering coffee, beverages, snacks, and ordering appropriate meals. Know when and be able to provide “red carpet” treatment.
• Maintain high level of confidentiality in all areas of discussion with the Executives and handle sensitive matters with discretion.
• Work closely and effectively with Executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Screen and handle phone calls and emails on Executive’s behalf to ensure timely and accurate responses.
• Coordinate with external vendors and contractors for maintenance and repair services.
• Follow up and manage business contacts made by the Executives and support the cultivation of ongoing relationships.
• Prepare PowerPoint presentations, organizational charts, reports, graphics, etc.
• Reconcile and submit executive corporate expenses in Paycom.
• Arrange complex domestic and international travel for Executives and show travel teams.
• Collaborate with various staff and departments in preparing special projects.
• Prepare meeting agendas, take minutes for meetings as requested, and create an appropriate system for tracking and closing out follow-up items.
• Maintain high level knowledge of Allstate Floral.
• Run errands (by car) as needed.
• Maintain a professional attire and appearance.

• This is an on-site, in-person position.
• 3 years of proven experience as an executive administrative assistant, senior executive assistant, or other secretarial position supporting a company executive or executive team.
• Full comprehension of office management systems and procedures
• Strong computer skills to use word processing, spreadsheets, presentations, internet searches, including Microsoft Office Suite applications, including Word, Excel, and PowerPoint.
• Technical skills to learn and to use enterprise systems needed for this position.
• Ability to read, write, speak, and understand English fluently
• Exceptional organizational skills
• Excellent communication, customer service, and interpersonal skills, with the ability to foster effective relationships and to work with diverse individuals and groups at all levels, including the ability to interact effectively with customers, employees, and the company owners.
• Strong written communication skills to prepare, proofread and edit clear, concise, and grammatically correct business correspondence, notes, emails, messages, and meeting minutes.
• Ability to work independently, secure information/data, and make recommendations based on the information/data gathered.
• Exemplary planning and time management skills
• Up-to-date with advancement in office gadgets and applications
• Ability to multitask and prioritize daily workload
• Must be able to recognize and resolve discrepancies
• Must be dependable and persistent with a can-do attitude
• High school degree; additional qualification as a personal assistant would be considered an advantage

• Medical
• Dental
• Vision
• 401(k)
• Paid Time Off
• Paid Holidays

About Allstate Floral

Allstate Floral is a leading home décor company that has become known for its innovative designs and breadth of high-quality artificial flowers and home décor accessories.  Products include decorative flowers, plants, trees, home accents and holiday décor sold through a broad spectrum of global retailers, distributors, and interior designers.  Allstate Floral fosters an energetic work environment of creativity and collaboration. As the leading importer with the largest in-stock decorative flowers, greenery and home decor, Allstate Floral is always looking to recruit and retain exceptional people who are skilled, confident, innovative and committed to providing excellent customer service to buyers.

Allstate Floral is an equal opportunity employer.

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