What are the responsibilities and job description for the Executive Administrative Assistant position at Confidential?
The Executive Assistant/Office Manager serves as the primary point of contact for internal and external constituencies on all matters pertaining to the management of the office and assisting the CEO. The Executive Assistant/Office Manager must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.
The ideal individual will 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 right candidate will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Executive Assistant Responsibilities:
- Prepare and edit correspondence, communications, presentations and other documents
- File and retrieve documents and reference materials
- Procure office supplies and negotiate with vendors
- Participation with HR to plan and support employee events such as company parties and celebrations.
- Office management and management of on-site janitorial support services
- Conduct research, collect and analyze data to prepare reports and documents
- Manage and maintain executives' schedules, appointments and travel arrangements
- Arrange and co-ordinate meetings and events
- Record, transcribe and distribute minutes of meetings
- Monitor, screen, respond to and distribute incoming communications
- Answer and manage incoming calls
- Receive and interact with incoming visitors
- Liaise with internal staff at all levels
- Interact with external clients and the portfolio of companies
- Co-ordinate project-based work
- Review operating practices and implement improvements where necessary
Executive Assistant Requirements:
- At least 3 years’ experience providing support at the highest levels of an organization
- Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
- Knowledge of standard office administrative practices and procedures
- Bachelor’s degree a plus
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