What are the responsibilities and job description for the Executive Assistant position at Gaines & Associates, PC.?
Executive Assistant Job Description:
Gaines & Associates (G&A), PC is currently looking for an Executive Assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem-solver with exceptional communication skills and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.
Objectives of this Role:
- Support the CEO primarily and provide additional support to executive team members to ensure that company goals and objectives are accomplished and that operations run efficiently
- Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows
- Manage communication with employees by liaising with executives on various projects and tasks
- Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld
Responsibilities:
- Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, travel arrangements and other company logistics
- Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
- Provide administrative and office support to team
- Review operating practices and implement improvements
- Maintain professionalism and strict confidentiality with all materials
- Organize team communications and plan events, both internal and off-site
Qualifications & Skills:
- Excellent written and verbal communication skills
- Strong time-management skills and ability to meet deadlines
- Exceptional organizational skills and ability to multitask
- Proactive and self-directed
- Flexible team player, willing to adapt to changes and unafraid of challenges
- Ability to maintain confidentiality of information related to the company and its employees
Technical Skills:
- Proficient in Microsoft Office Suite and an aptitude for learning new software and systems
- Experience with QuickBooks desktop/online a plus
Education & Experience Requirements:
- Four or more years of experience in an administrative role reporting directly to upper management a plus
- College education preferred
Work Hours & Benefits:
- Full-Time (40 /week during tax season)
- 401K
- Comprehensive compensation package including: Performance bonus, vacation/PTO, flexible work hours, continuing professional education