Description

Job Summary:

The role of Executive Assistant encompasses a wide range of responsibilities, including providing executive support to the executive team, managing Calendars, planning events and parties, answering incoming calls, directing calls to appropriate departments, mail distribution, clerical duties and ensuring a smooth functioning office. The successful candidate must thrive in a high-stress environment, be willing to work long hours and occasional weekends, possess exceptional multitasking abilities and always present themselves in a professional, pleasant, and positive manner. Sensitivity to confidential matters is required.

Responsibilities:

• Work is generally varied and administrative or project oriented. Includes typing, filing, word processing, assisting internal/external guests, and answering phones.
• Requires continuous use of technical and business vocabulary and a detailed knowledge of company operations and organizational procedures.
• Works typically involves handling confidential and sensitive matters.
• Answers/ forwards client requests, complaints or questions in a courteous and timely manner.
• Within established guidelines, makes independent decisions regarding planning and organizing.
• Maintains a filing system or reports and pertinent company records.
• May compose and reply to correspondence based on organizational practice, policies, and procedures.
• Maintains office supplies through internal and external vendors.
• Takes and retrieves messages for various personnel. Provides callers with information such as company address, directions to the company location, company website and other related information.
• Provide "gatekeeper" role ensuring the Leaderships Team schedule is followed and respected.
• Maintain cleanliness and organization of office spaces, including stocking supplies, coordinating maintenance, and ensuring a professional and welcoming environment.
• Manage the conference rooms and set up for all meetings. 
• Ensure meeting rooms are prepared for presentations, including ordering food and beverages, and ensure coffee is always available.
• Ensure each task has detailed written operating procedures and instructions and is ready to train someone as back up.
• Greets and directs visitors
• Receives and sorts mail and coordinates with Executive accountants on a regular basis
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.).
• Maintain vendor log in sheet, which includes vendor name, time in, time out, who requested the work, and a description of the work performed.
• Orders, receives, stocks and distributes office supplies
• Orders and stocks cleaning supplies 
• Orders and stocks the office kitchen maintains proper par levels for all food and beverages. 
• Assists with inventories in multiple areas
• Manages office phone set up and extensions
• Oversees role and schedule of maintenance program, carpet cleaning, AC maint, etc. 
• Provide back-office assistance to staff and executives
• Review and prepare Executives monthly expenses
• Plan and organize staff meetings, to foster a positive work environment
• Plan in office birthday celebrations 
• Prepare inventory list for office Kitchen, office supplies and cleaning supplies. 
• Assist office with all IT needs and be the liaison for IT company
• Ensures supply invoices are given to the accounting team with the proper order and approval documentation in a timely manner.
• Assist with administrative tasks as needed, including preparing documents, letters or notifications, photocopying, faxing, filing and collating.
• Complete a broad variety of administrative tasks and special projects for the Executives
• Always maintain a positive and pleasant attitude.
• Employee Reporting
• Some experience with Paycom or lite HR duties
• Attends meetings and transcribes minutes when needed.
• Maintains open communication to make upper management aware of information that could impact the department, division, or company.
• Other duties and responsibilities may be assigned. The employee is expected to work in other areas of the property when needed to assist operations to perform job duties not necessarily contained in this job description.

Qualifications

Education/Experience

• Bachelor's degree in Business Administration, Communications, or a related field (preferred).

Qualifications:

• Proven experience as an Office Manager, Executive Assistant or Personal Assistant, ideally supporting high-level executives in a demanding environment.
• Proficiency with all types office-related technology is required. Computer and office equipment set up, setting up video conferencing.
• Excellent organizational skills, with the ability to prioritize tasks effectively and meet tight deadlines.
• Strong attention to detail, ensuring accuracy in scheduling, event planning, and administrative tasks.
• Exceptional verbal and written communication skills, with the ability to interact professionally.
• Expertise in using productivity software and office tools, especially Outlook Calendar and including MS Office Suite (Word, Excel, PowerPoint, OneNote)
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to work long hours and occasional weekends, understanding the demands of a high-stress position.
• Positive and pleasant attitude
• Strong problem-solving abilities and the capacity to remain calm under pressure
• Bi-Lingual Spanish and English a plus.

Note: This job description is intended to provide a general overview of the position and is not exhaustive. The specific responsibilities and requirements may vary depending on the organization's needs and executive preferences.