Executive Administrative Assistant

Corporate Office International is seeking an experienced Executive Administrative Assistant to provide high-level administrative support to the CFO/Administrative Shared Services Officer. This role is essential in ensuring the smooth and efficient functioning of the executive office. The successful candidate will manage a wide range of administrative tasks, handle confidential information, and work independently to meet organizational needs.

Tasks and Responsibilities:

Executive Support:

• Manage the CFO/Administrative Shared Services Officer’s calendar, schedule appointments, and organize meetings, ensuring that the executive’s time is efficiently allocated.

• Prepare and edit correspondence, presentations, and other documents for the CFO/Administrative Shared Services Officer.

• Serve as the primary point of contact between the CFO/Administrative Shared Services Officer and internal/external stakeholders, ensuring effective communication.

• Manage and prioritize email and other communications on behalf of the CFO/Administrative Shared Services Officer.

Administrative Duties:

• Organize and maintain files, records, and documentation related to the executive office.

• Prepare meeting agendas, take minutes during meetings, and follow up on action items.

• Assist in preparing reports and presentations for internal and external stakeholders.

• Handle confidential information with discretion and professionalism.

Project Management:

• Support the CFO/Administrative Shared Services Officer in managing special projects, conducting research, and gathering data as needed.

• Track deadlines and ensure timely completion of initiatives led by the executive office.

• Collaborate with other departments to ensure smooth project execution.

Communication & Coordination:

• Coordinate with the leadership team and other staff to support the execution of organizational strategies and goals.

• Organize company events, conferences, and retreats, including coordinating logistics and vendor relationships.

• Support the CFO/Administrative Shared Services Officer in communication with the board of directors and senior leadership.

General Office Support:

• Assist with general office management tasks such as ordering supplies, liaising with vendors, and overseeing office functionality.

• Provide backup support to other administrative staff as needed.

Skills, Knowledge, and Abilities:

• Excellent verbal and written communication skills.

• Strong organizational skills with the ability to multitask in a fast-paced environment.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software and other technologies.

• Ability to handle sensitive and confidential information with integrity and discretion.

• Strong interpersonal skills, with the ability to work collaboratively and effectively with a diverse group of stakeholders.

Qualifications:

• High school diploma or equivalent required; associate or bachelor’s degree in business administration, healthcare administration, or a related field preferred. An equivalent combination of experience and education will be considered.

• Experience in Administrative experience at the executive level required.

• Valid driver’s license, auto insurance, and reliable transportation are required.

Work Environment & Conditions:

• The work environment is at any approved site of Corporate Office International. They are representative of the environments that Office Personnel must be able to work in to successfully perform the essential functions of this job. This is an on-site role with occasional flexibility for remote work as necessary.
• Occasional evening or weekend work may be required based on CFO and organizational needs.

Job Type: Full-time

Pay: $24.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• Employee assistance program
• Employee discount
• Flexible spending account
• Health savings account
• Life insurance
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Administrative Assistant: 3 years (Required)

License/Certification:

• Driver's License, Auto Insurance and Reliable Transportation (Required)

Work Location: In person

Salary : $24 - $27