Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Reports to: Chief Executive Officer Status: Full-Time, Exempt

The Executive Administrative Assistant provides high-level administrative support to the executive team, ensuring smooth office operations, managing schedules, and acting as a liaison between executives and other departments. This role requires exceptional organizational and communication skills to maintain the efficiency and effectiveness of the executive office, as well as maturity, discretion, and the ability to maintain high confidentiality in handling sensitive company information.

Job Responsibilities

* Schedule and coordinate executive appointments, meetings, and travel, ensuring effective time management and conflict resolution for four (4) executive calendars.

• Serve as the primary point of contact for internal and external communications, including phone calls, emails, and correspondence. Handle inquiries professionally and promptly.

• Monitor, respond to, or forward to the appropriate point of contact, all incoming internal and external emails sent to the Duke City Cares Info email address. Handle inquiries professionally and promptly.

• Prepare and proofread reports, presentations, and other documents. Maintain filing systems and ensure proper documentation of all administrative activities.

• Organize and coordinate meetings, conferences, and events, including preparing agendas, taking minutes, and tracking follow-up deliverable items.

• Arrange domestic travel, including flight bookings, hotel reservations, transportation, and detailed itineraries for the executives.

• Oversee office supplies, equipment, and inventory management. Ensure the smooth operation of the office environment.

• Assist with special projects as assigned, collaborating with other departments or external stakeholders to ensure deadlines and objectives are met.

• Prepare and distribute the monthly company newsletter to all teammates on or before the 1st of the month.

• Prepare and distribute company birthday cards and other celebrations and items for Employee engagement.

• Maintain a high level of discretion and confidentiality in handling sensitive company information.

• Other duties as assigned

Education, Experience, and Qualifications:

* High school diploma or equivalent (Bachelor's degree preferred).

• Minimum of 3 years of experience in an administrative or executive assistant role.

• Strong verbal and written communication abilities.

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other office software.

• Ability to manage multiple tasks and prioritize effectively.

• Strong attention to detail and problem-solving abilities.

• Excellent interpersonal skills and ability to interact with individuals at all organizational levels.

• Professional demeanor with the ability to remain calm under pressure.

• Ability to work independently and as part of a team.

• Flexibility to adapt to changing priorities in a fast-paced environment.

Preferred Qualifications:

* Experience in a medical or executive setting.

• Knowledge of office management systems and procedures.

Physical Demands Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

* Minimal Lifting, bending and stooping, sitting for 6-8 hours a day. Walking or standing up to 2 hours a day, continuous hand and wrist movement for data entry.

Job Type: Full-time

Pay: $19.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $19 - $27