Executive Assistant

As the Executive Assistant to the President, you are responsible for the following duties and areas of influence

OVERVIEW

• You are the main liaison between all Staff members or anyone that the President deems as relevant.
• Your attire must be consistent with representing the office which you serve.
• You report only to the President.
• You are to treat all activities, conversations, issues, and duties as confidential.
• You are the first line of protection for all incoming calls, casual walk-ins, etc.
• You are to be open, honest, and expedient in relating anything that is of importance to the companies with the President

DAILY, WEEKLY, MONTHLY DUTIES

·        Phones

·        Reports

·        Calendars – Business meetings, other meetings, Time off.

·        Mail if needed

·        Scanning, coping if needed

·        Filing – Paper/electronic

·        Letter writing/correspondence

·        Typing meeting notes

·        E-newsletter/updating Employee Bulletin Boards

·        Plan and coordinate all meetings and events both on-site and off-site

·        Schedule meetings

·        Remind all meeting attendees 10 minutes ahead of each meeting

·        Staff Meetings – Manage meetings to each attendee along with any information that is required.

·        Conduct New Employee Welcome meetings

·        Dealer agreement and all contracts – File paper and electronic with dates

·        Employee Birthdays

·        Order awards,

·        Special Events management

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. 

Responsibilities

• Calendar management for executives
• Aid executive in preparing for meetings
• Responding to emails and document requests on behalf of executives
• Draft slides, meeting notes and documents for executives

Qualifications

• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills