Executive Assistant

The Executive Assistant will work directly with the executives and will be responsible for performing a number of administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment.

• Uphold a strict level of confidentiality.
• Coordinate executive communications, including taking calls, responding to emails, and interfacing with clients.
• Coordinating daily calendars of executives.
• Prepare internal and external corporate documents for team members and industry partners.
• Schedule meetings and appointments and manage travel itineraries.
• Arrange corporate events to take place outside of the work- place, such as golf tournaments, fund-raising events and staff appreciation events.
• Maintain an organized filing system of paper and electronic documents.
• Develop and sustain a level of professionalism among staff and clientele.
• Answer phones and route calls to the correct person or take messages.
• Handle basic bookkeeping tasks.
• Filing and retrieving corporate records, documents, and reports.
• Researching and compiling data to prepare documents for review and presentation to board of directors, committees, and executives.
• Accurately record minutes.
• Greeting visitors and coordinating meetings with executives.
• Facilitate internal communication (e.g. distribute information and schedule presentations).
• Review and recommend changes to our company policies.
• Responsible for managing personal tasks and errands for executives to support their efficiency and work-life balance
• Other miscellaneous tasks as assigned.
• Handle and process personal and business expenses.
• Develop and maintain vendor relationships.
• Provide support to all team members, in addition to the Executive Team.

Minimum Educational and Job Qualifications:

• Minimum of 2 years of experience providing high-level administrative support to multiple executives simultaneously.
• Minimum of 5 years of experience providing high-level administrative support to C Suite executives.
• Advanced Microsoft Office skills, with the ability to become familiar with company-specific programs and software.
• Proficiency in collaboration and delegation of duties.
• Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities.
• Exceptional interpersonal skills.
• Experience using office equipment, including printers and fax machines.
• Professional level verbal and written communication skills.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Friendly and professional demeanor.

Preferred Educational and Job Qualifications:

• High school degree
• Associate degree or additional qualifications as Personal Assistant or Secretary are a plus

Physical Capabilities:

• Carry, push, pull or move 10 pounds regularly, or up to 20 pounds occasionally
• Ability to sit up to 8 hours per day