Executive Assistant

Job Title: Executive Assistant

Reports to: Owner

Job Description: The Executive Assistant, reporting directly to the Owner, plays a critical role in providing executive-level support in a one-on-one working relationship. This individual is expected to exercise good judgment in a wide range of situations and possess strong written and verbal communication, administrative, and organizational skills. The ideal candidate will maintain a realistic balance among multiple priorities and work independently on projects, taking them from conception to completion. Additionally, they will be working with the owner as a personal assistant. They must be capable of working under pressure to handle a wide variety of activities and confidential matters with discretion

Roles and Responsibilities

Executive Support:

· Calendar Management: Efficiently manage an active calendar of appointments for the Owner, ensuring optimal time utilization.

· Work with office Staff to Coordinate and organize meetings, including management team meetings, production meetings, and other strategic gatherings. This includes scheduling, preparing agendas, distributing materials, and following up on action items. Etc.,

· Accurately complete reports and adhere to company policies.

· Compose and prepare confidential correspondence, reports, and documents. Maintain a high level of professionalism and discretion in all communication.

· Plan, coordinate, and maintain the Owner’s schedule, acting as a "gatekeeper" and "gateway" to enhance productivity.

· Serve as a direct point of contact for the Owner, managing communication on the Owner’s behalf. Ensure seamless communication between the office and internal departments, demonstrating leadership and building trust with management staff.

· Research, prioritize, and follow up on incoming issues and concerns addressed to the Owner, especially those of a sensitive or confidential nature. Determine appropriate courses of action, referrals, or responses.

· Work closely with the Owner to keep them informed of upcoming commitments and responsibilities.

· Lead the management of various special projects for the Owner, some of which may have significant organizational impact. Ensure successful project execution.

· Successfully complete essential aspects of deliverables with a hands-on approach. This may include drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Owner's leadership.

· Assists in the completion of projects including drafting documentation and completing research.

· Prioritize conflicting needs, handling matters expeditiously, and proactively, and following through on projects to successful completion, often under deadline pressures.

Personal Assistant Support:

. Complete personal errands as requested by owner in a timely manner and with discretion. This may include before or after scheduled work hours.

. Scheduling personal appointments and travel arrangements for owner.

. Coordinate and execute projects as needed with direction from owner.

Team Support and Liaison:

· Assist team members with travel arrangements, lodging, and meal planning as required to ensure seamless operations.

· Maintain the highest level of discretion and confidentiality in relationships with all team members, upholding professional standards.

· Adhere to compliance with applicable rules and regulations related to team matters, including the advance distribution of materials before meetings in electronic/paper format. Etc.

Qualifications:

· Proficiency in organizational skills, demonstrating the capacity to efficiently manage and prioritize multiple tasks with meticulous attention to detail.

· Exceptional interpersonal skills, showcasing the ability to cultivate and nurture relationships effectively.

· Skilled in written and verbal communication, with an aptitude for expressing ideas and information.

· Proven track record of taking a proactive approach to problem-solving, underscored by robust decision-making capabilities.

· Demonstrated emotional maturity and a keen sense of discretion when handling confidential information, coupled with the ability to adapt to diverse and competing demands, while consistently delivering the highest standard of customer/client service and response.

· Proven ability to achieve objectives and consistently meet deadlines in a fast-paced environment.

· Forward-thinking visionary, actively seeking out opportunities and presenting innovative solutions.

Education and Experience Requirements:

· A substantial and proven work history of three to five years.

· Proficiency in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and various Social Media web platforms is required.

· The ability to effectively manage multiple priorities while maintaining a balanced approach.

· A capacity to work autonomously.

· Exemplary discretion and the ability to handle sensitive information and matters with the utmost confidentiality.

Company Culture:

This position will entail working across several companies under the same ownership umbrella. Even if the connections between these companies are minor, they are still significant.

We are all about fostering relationships just as much as it is about building homes. At our core, we are a team, and it is our team that is the driving force behind everything we do. This includes not only our direct team members both in the office and in the field, but also the subcontractors and vendors who help us achieve our goals.

We highly value and appreciate our employees for their hard work and contributions, and we strive to create a welcoming and supportive workplace where people can learn and grow. It is worth noting that a significant number of our team members have earned promotions from within our organization, which speaks to our dedication to cultivating talent and rewarding hard work.

Job Type: Full-time

Pay: From $15.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Paid time off

Work Location: In person

Salary : $15