Assistant, Executive

GENERAL SUMMARY OF DUTIES –

An Executive Assistant is a professional responsible for managing an executive's calendar, scheduling meetings, handling phone calls, making travel arrangements, coordinating administrative tasks, and acting as a primary point of contact, often requiring strong organizational skills, excellent communication, and the ability to handle confidential information with discretion; essentially serving as a trusted right-hand to the executive to streamline their daily operations.

SUPERVISOR –CEO/President

SUPERVISES – None

EXEMPT – Non-exempt (eligible for overtime)

DUTIES INCLUDE BUT ARE NOT LIMITED TO

• Practice and adhere to the “CCI Way”
• Scheduling meetings, appointments, and managing executive leadership calendars effectively.
• Answering and screening phone calls, managing email correspondence, and routing inquiries appropriately.
• Booking flights, accommodations, and transportation for business trips.
• Preparing meeting agendas and taking minutes.
• Planning and overseeing corporate events such as fundraisers (Golf tournament to benefit the Children’s Center), summer party, holiday party, and other events.
• Organizing and filing important documents, preparing reports, and handling correspondence.
• Manage office supplies, interior office maintenance, janitorial services, corporate apparel orders, annual service awards, and executive leadership expense reports.
• Maintain discretion when handling sensitive information.
• Maintain corporate business and contractors licensing.
• Facilitate annual certificate of insurance (COI) renewals and bonding duties.
• Perform corporate environmental reporting requirements.
• Prepare monthly newsletter.
• Utah Notary.
• Assist with daily mail and cash receipts preparation procedures.

REQUIRED SKILLS:

Excellent Communication Skills

Strong verbal and written communication to interact with internal and external stakeholders effectively.

Organizational Skills:

Ability to prioritize tasks, manage multiple projects simultaneously, and work efficiently under pressure.

Time Management

Proficient in managing schedules and meeting deadlines.

Proficiency in Microsoft Office Suite

Expertise in applications like Outlook, Word, Excel, and PowerPoint

Attention to Detail

Ability to ensure accuracy in all tasks and deliverables.

Problem-solving Skills

Identifying issues and finding solutions proactively.

Perform other duties as required

KNOWLEDGE, SKILLS, & ABILITIES:

Proficient in Microsoft, PowerPoint, Outlook, Excel, Project and Word.

EDUCATION: High School diploma

EXPERIENCE: Minimum of 5 years’ experience as a high-level Administrative Assistant.

CERTIFICATE/LICENSE: None

PHYSICAL DEMANDS/WORKING CONDITIONS – Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate required construction equipment including tools, ladders, forklift, etc. Requires normal range of hearing and eyesight to record, prepare and communicate reports. Requires lifting up to 75 pounds occasionally. Work is performed at construction sites both indoors and outdoors throughout the year.

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