Executive Administrative Assistant

FirstFour Staffing has partnered with a reputable organization that is seeking to add an experienced Executive Administrative Assistant to their team in Mobile.

SUMMARY

The ideal candidate will have more than five years of experience working as an Executive Administrative Assistant and will be highly organized and tech savvy with key strengths in multitasking, calendar management, professionalism and client relations. The Executive Administrative Assistant will support senior management to ensure smooth operations and effective communication with clients and team members.

RESPONSIBILITIES

• Calendar Management: Schedule and manage appointments, meetings, and events for executives. Coordinate and prepare meeting agendas, taking minutes as needed. Ensure the executive’s schedule is organized and free from conflicts.
• Communication Handling: Answer, screen, and direct calls, emails, and other correspondence.
• Draft and proofread emails, reports, and presentations. Serve as a liaison between the executive and other staff members or clients.
• Travel Coordination: Organize domestic and international travel, including booking flights, hotels, and transportation. Prepare detailed travel itineraries and ensure executives are well-prepared for trips.
• Document Management: Organize, maintain, and file documents (physical and digital) in a systematic manner. Assist in preparing, editing, and distributing reports, presentations, and other documents.
• Project Management Support: Assist in tracking the progress of various projects, ensuring deadlines are met. Provide administrative support for projects, including gathering information, scheduling meetings, and coordinating with other team members.
• Event Planning: Organize company events, conferences, or team-building activities. Coordinate logistics, such as venue, catering, and accommodations.
• Confidentiality and Discretion: Handle sensitive information with a high level of confidentiality. Exercise discretion and professionalism when interacting with executives and other stakeholders.
• Expense and Budget Management: Assist with preparing budgets and tracking expenses. Manage executive expense reports and reimbursements.
• Problem Solving and Decision-Making: Address administrative problems or issues promptly and effectively. Act as a point of contact for resolving routine problems and handling minor decisions independently.
• Office Management: Oversee day-to-day office operations, ensuring everything runs smoothly. Order supplies, maintain office equipment, and ensure the office environment is well-organized.
• Client and Vendor Relations: Communicate with clients, vendors, and other stakeholders. Coordinate meetings, requests, and other interactions with external parties.

REQUIREMENTS:

EDUCATION & EXPERIENCE

• A minimum of five years of experience working as an Executive Administrative Assistant
• Associate or bachelor's degree preferred; will consider equivalent combination of education, training, and experience.
• Proficiency with Microsoft Office Suite

SKILLS & ABILITIES

• Attentive to detail, tech savvy, strong interpersonal and communication skills, comfortable operating under pressure, focused on continuous improvement, ability to handle sensitive material with discretion and professionalism.
• Must be comfortable working on projects that require an extremely high level of organization, accuracy, and attention to detail. Exemplary time management skills are critical for this role.
• Must be experienced in and comfortable using technology for organizational and collaboration purposes, as well as to execute core functions of the position
• Must be comfortable communicating with, and requesting information from, individuals as directed.
• Must be comfortable working on dynamic and diverse teams and appreciate working in a collaborative environment.
• Must be comfortable taking direction from numerous sources.
• Must be willing to accept accountability for deadlines and responsibilities.
• Must exhibit a strong personal pride in the quality, accuracy, and appearance of work product.
• Must be capable of, and comfortable with, occasionally managing tight timeframes, learning new information quickly, and juggling priorities.
• Must be able to adapt to shifting priorities with ease and professionalism.
• Recommends process improvements as opportunities arise.