Executive Administrative Assistant

Job Title: Administrative Assistant to the CEO
Reports To: CEO
Location: Spartanburg, SC
Work Hours: Monday - Friday, 8:00 AM - 5:00 PM (with work-from-home flexibility)
Salary Range: $18 to $25 per hour, depending on experience

Job Summary:

We are seeking an experienced Executive Administrative Assistant to provide high-level support to our CEO. The ideal candidate will be organized, detail-oriented, and able to handle a wide range of administrative and executive support tasks. This role is crucial in enabling the CEO to focus on the company's strategic goals, particularly in client relations and sales, by ensuring operational efficiency and effective communication. The position demands a high level of trust, confidentiality, and professionalism in managing both business and personal matters for the CEO.

Key Responsibilities:

· Calendar Management:

• Manage and maintain the CEO's calendar by scheduling meetings, appointments, and personal commitments. Anticipate and resolve scheduling conflicts while ensuring a balanced workload.

· Email & Communication Management:

• Handle incoming and outgoing communications on behalf of the CEO, including managing the CEO’s inbox and drafting responses. Ensure timely follow-up and effective communication with clients, vendors, and staff.

· Document Preparation & Correspondence:

• Prepare reports, presentations, and correspondence, ensuring accuracy and alignment with the CEO’s goals and expectations.

· Travel Coordination:

• Coordinate travel arrangements and accommodations for the CEO and team, ensuring a seamless experience.

· Research & Data Compilation:

• Conduct research and compile data as needed to assist with decision-making and strategy development. Prepare briefing materials and summaries for the CEO.

· Event & Meeting Organization:

• Assist in organizing company events, executive meetings, and other special projects. Coordinate logistics, materials, and attendees to ensure successful execution.

· Client & Vendor Relations:

• Serve as the initial point of contact for clients and vendors. Manage inquiries, coordinate meetings, and facilitate follow-up actions. Maintain accurate records of all interactions for smooth and consistent communication.

· Internal Coordination:

• Act as a liaison between the CEO and internal teams to align tasks with executive priorities. Handle front-line issues and delegate responsibilities when necessary.

· Financial Administration:

• Assist with light accounting duties such as tracking expenses, processing invoices, and managing the budget. Prepare financial reports and summaries. Manage incoming mail, process payments, and make bank deposits as needed.

· Office Management:

• Oversee the day-to-day operations of the executive office. Maintain office supplies inventory, manage office equipment, and ensure a professional and organized workspace.

· Confidentiality & Trust:

• Handle sensitive business and personal matters with the highest degree of confidentiality. Act as a trusted advisor, providing honest feedback and support in decision-making processes.

· Process Management:

• Create, update, and follow playbooks for all work processes to ensure consistency, efficiency, and scalability. Continuously identify areas for process improvement.

Qualifications:

• Proven experience as an Administrative Assistant, Executive Assistant, or similar role supporting C-level executives.
• Strong organizational and time-management skills, with the ability to prioritize and multitask effectively in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and CRM software is a plus.
• Proficient in using Outlook Calendar for scheduling and managing appointments.
• Excellent phone etiquette and communication skills, both written and verbal.
• Strong data entry skills with attention to detail.
• Ability to handle confidential information with integrity and discretion.
• Previous experience in front desk or office management roles is preferred.
• Experience in creating and following playbooks for standardized work processes.
• Flexibility to adapt to changing priorities and work environments.
• Ability to maintain accurate records.

Benefits:

• Competitive salary between $18 and $25 per hour, depending on experience.
• 80% company-paid health insurance.
• Paid time off (PTO), including vacation, holidays, and sick leave.
• Flexible work-from-home options.
• Professional development opportunities.

Working Conditions:

• Standard working hours are from 8:00 AM to 5:00 PM, with occasional flexibility for urgent matters.
• The role offers the option to work remotely or from the office, depending on the business and CEO’s needs.

If you feel that you are a fit for our company, please send a 3-minute video answering the following questions:

• Why are you interested in this position?
• What do you know about our company?
• What is your ideal work environment?
• What are your strengths?
• Where do you see yourself in five years?

Job Types: Full-time, Part-time

Pay: $18.00 - $25.00 per hour

Expected hours: No less than 20 per week

Benefits:

• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

Salary : $18 - $25