Executive Assitant

We are hiring for our client - SMJones, Inc.

Overview

The Executive Assistant plays a crucial role in supporting executive leadership within the organization by managing schedules, handling correspondence, and facilitating communication across departments. This position demands a detail-oriented individual with strong organizational skills and the ability to multitask in a fast-paced environment. The Executive Assistant acts as a gatekeeper, ensuring that executives can focus on high-priority tasks while maintaining a well-structured workflow. Excellent communication skills and a proactive approach are essential as the Executive Assistant interacts with various stakeholders, both internally and externally. This role is not only about administrative support; it also involves strategic input, research, and project management. The ideal candidate should be flexible, able to navigate challenges with ease, and have a solid understanding of the organization’s goals to provide meaningful assistance to executives.

Key Responsibilities

• Manage and maintain executive schedules, including appointments and travel arrangements.
• Coordinate meetings and conferences, including logistics, agendas, and follow-up.
• Screen and prioritize incoming communications and correspondence.
• Prepare and edit reports, presentations, and other documents as needed.
• Handle confidential information with discretion and professionalism.
• Respond to inquiries and requests in a timely manner.
• Assist in the preparation of financial documents and budgets.
• Organize and manage files and records, both digital and paper-based.
• Provide administrative support for special projects or initiatives.
• Conduct research and compile data for meetings and reports.
• Facilitate communication between departments and stakeholders.
• Monitor deadlines and follow up on pending tasks or projects.
• Attend meetings and take minutes as required.
• Implement and maintain office policies and procedures.
• Assist in managing office supplies and inventory.
  
  

Required Qualifications

• Bachelor’s degree in business administration, communications, or related field.
• Minimum of 3 years of experience in an executive support role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong understanding of project management principles.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and exercise discretion.
• Proven organizational skills with the ability to prioritize and manage multiple tasks.
• Experience with calendar management and travel arrangements.
• Familiarity with office management procedures and systems.
• Strong problem-solving skills and adaptability to changing circumstances.
• Demonstrated ability to work independently and as part of a team.
• Experience in a fast-paced, high-pressure environment.
• Knowledge of basic accounting principles is a plus.
• Ability to use office equipment and software efficiently.
• Strong interpersonal skills to foster positive working relationships.
• Willingness to learn and take on new challenges as needed.
  
  

Skills: microsoft office suite,travel arrangements,office management procedures,written communication,organizational skills,problem-solving,communication,project management,calendar management,confidentiality,administrative,adaptability,verbal communication,basic accounting principles,problem solving,time management,interpersonal skills,communication skills,management,communications