Executive Assistant

POSITION SUMMARY

• The Office Administrator is a highly resourceful individual that provides on-site administrative support to the General Manager and senior leadership team.
• The Office Administrator serves as the primary point of contact for internal and external contacts on all matters pertaining to the General Manager and as a liaison to the senior management teams.
• The Office Administrator must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• The Office Administrator oversees various administrative functions and optimizing systems to enhance efficiency, organization, and overall operational effectiveness.

ESSENTIAL FUNCTIONS

• Manages day-to-day office operations, including facilities management, office supplies, equipment maintenance, and vendor relations.
• Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments; maintaining listing of personal and professional contacts; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
• Plans, coordinates, and ensures the GM's schedule is followed and respected. Plays "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President's time and office.
• Communicates directly and on behalf of the leadership team to employees, community members, and others.
• Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between senior management and internal departments; demonstrating leadership to maintain credibility, trust, and support.
• Works closely and effectively with key executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping them updated.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Drives executive accountability by tracking action items and deadlines and ensuring timely completion.
• Plans, coordinates, and executes company events, meetings, workshops, and conferences. Ensures seamless logistics and a positive experience for participants.
• Ensures compliance with relevant laws, regulations, and company policies. Stays updated on industry best practices and changes in administrative regulations.
• Performs other miscellaneous duties as assigned.

EDUCATION AND EXPERIENCE

• Bachelor’s or Associate’s Degree in Business Administration or related field – required
• Minimum two years of consistent experience working in a professional office environment– required
• Minimum two years of experience planning events – required
• Excellent knowledge of MS Office– required
• Experience managing travel logistics and activities, including accommodations, transportation, and meals – preferred

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Education:

• Bachelor's (Required)

Experience:

• Administrative: 2 years (Preferred)

Work Location: In person