What are the responsibilities and job description for the Executive Assistant position at Eagle Title?
Liff, Walsh & Simmons
Eagle Title, LLC
Annapolis, Maryland
Reports Directly To : Chief Executive Officer
Works Directly With : Members of the Executive Management Team
Essential Job Duties :
Fast-paced law firm and title company seeks a talented and proactive individual to provide executive administrative support to members of the executive management team. As an Executive Assistant with Liff, Walsh & Simmons and Eagle Title you must be able to :
Provide administrative assistance, such as writing, editing and responding to emails, drafting letters and preparing other communications on the Executive's behalf.
Complete expense reports and other tracking reports.
Organize, file and retrieve various records, statements, reports and documents.
Organize meetings, including scheduling and sending reminders. Prepare conference rooms, meeting agendas and organize catering for these meetings.
Answer incoming phone calls in a polite and professional manner, take care of the needs of the caller when appropriate and accurately take and prioritize messages.
Manage Executive's day-to-day calendar, including making appointments and prioritizing the most sensitive matters.
Coordinate travel arrangements as necessary.
Assist with daily personal needs and errands as they present themselves.
Use various software, including Microsoft Office, Outlook, Sharepoint, Todoist and Hub Spot.
Maintain productivity without direction, prioritizing work assignments appropriately.
Essential Requirements :
Being Proactive - Enjoy thinking one step ahead for the people you work for, solving needs before they even arise.
Truly loving the details - Believing that no detail is trivial and thrive on feedback to hone skills that allow you to contribute to the company vision.
Skilled at Prioritization – Proactively work to prioritize and accomplish a wide variety of tasks and both short term and long term goals.
Task and Time Management - Record all tasks assigned and committed to in meetings and emails, prioritize tasks to meet deadlines, consistently stay up to date and communicate priorities and urgency effectively. In this role, jumping in with urgency will be a necessary part of the job.
Calendar Management - Manage Executive’s time with confidence and sound judgement (and push back when necessary if they get distracted on lower priority work), maintain and update Executive’s schedule amid rapid changes and competing priorities, and ensure all meetings are set up for success with accuracy.
Communications - Create emails and follow-ups based on the Executive’s dictation and rough direction and ultimately be able to mimic their communications style. Scan and extract valuable information communicated via email, alert Executive of any urgent emails that need to be seen or acted on and remove unnecessary “noise” from their Inbox.
Internet Research – Effectively use the internet and other sources to find contacts, titles and connections, prep Executive with basic background information for meetings, and keep abreast of relevant breaking news.
Relationship Management - Engage with business and other contacts as needed, ensuring that relationships are appropriately cultivated.
Essential Skills and Qualifications :
2-3 years of administrative assistant experience preferred.
Exceptional attention to detail.
Strong organizational skills and ability to multitask.
Excellent verbal and written communication skills.
Problem-solving and decision-making skills.
Ability to act as a gatekeeper and escalate relevant information to Executives as needed.
Ability to work effectively with minimal supervision.
Ability to meet deadlines in a fast paced, quickly changing environment.
Strong interpersonal skills.
Ability to treat confidential information with appropriate discretion.
Strong work ethic and proven ability to be proactive.
Familiarity with Microsoft Office Suite.
Skilled in the use of standard office equipment.
This is a terrific opportunity to join a progressive, team-oriented company currently undergoing substantial growth. The Executive Assistant is a full-time position with competitive benefits. Interested candidates should submit a cover letter and resume to careers@eagletitle.com.
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