Executive Administrative Assistant

Description

Company Profile:

Interstate is a fast-growing company, specializing in janitorial services throughout the country.

Job Title: Executive Administrative Assistant

Job Summary:

We are looking for an experienced, full-time, office based Executive Administrative Assistant to join our team at our Corporate Office. This individual will support a small executive team and help ensure efficient operation by performing a variety of executive level administrative tasks. Our ideal candidate is highly motivated, positive, understanding of when to use discretion, highly skilled, trustworthy and talented. At Interstate, we truly embrace a "Work Happy" philosophy!

Duties and Responsibilities:

· Providing administrative assistance and act as the first point of contact for internal and external communications, including emails, phone calls and other correspondence on executives’ behalf. Respond to all inquiries promptly and professionally.

· Draft, proofread, and edit correspondence, reports, presentations, and other documents. Ensure accuracy and attention to detail.

· Managing the executives’ calendars, including making appointments and prioritizing the most sensitive matters.

· Organizing meetings, including scheduling, sending reminders, maintaining calendars and organizing hospitality needs as necessary.

· Help pre-meeting planning, time management and preparation including necessary documents, emails, proposals, or other relevant documents. Ensure there is follow-up on open tasks.

· Ensuring the confidential information is not shared outside of the Home Office executive team.

· Reviewing and managing sensitive employee data.

· Supporting operations needs such as rolling out new program and ways to organize new employee programs.

· Support executives in maintaining and organizing their own paper files.

· Assist with project management/research tasks for ad hoc needs (internet searches, price comparisons, product assessments, initial research, etc.) including tracking deadlines, updating team members, and ensuring that tasks are completed in a timely manner.

· Manage office supplies, equipment, maintenance needs, and other administrative needs. Maintain filing systems (both digital and physical) and ensure office spaces are organized.

· Arrange travel, including flight bookings, accommodations, and itineraries. Prepare travel-related documents and coordinate with vendors along with managing expense reports.

· Other duties as assigned.

Requirements

· High school diploma required; Associate’s or Bachelor’s degree preferred.

· Pleasant demeanor, strong work ethic and team player attitude.

· Excellent written and verbal communication skills.

· Ability to problem solve and find creative solutions.

· 10 years proven experience as an Executive Administrative Assistant, Administrative Assistant, or similar role.

Previous experience supporting C-level executives is a plus.

· Ability to get results even when there is no defined plan.

· Exceptional organizational and time-management skills.

· Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other office software.

· Detail oriented.

· Ability to multitask, prioritize tasks, and work under pressure.

· Ability to build and maintain strong relationships with both internal and external stakeholders.

· Proactive and self-motivated, with the ability to work independently.

· Adaptability and flexibility in a fast-paced environment.

· CRM experience a plus (not required)

Material and Equipment Used:

· Office equipment: copier, computer/keyboard, telephone, and fax.

Physical Requirements:

· Prolonged periods of sitting at a desk and working on a computer.

· Must be able to lift 15 pounds at times.

#INDHP

Interstate Premier Facility Services Provider is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.