What are the responsibilities and job description for the Executive Administrative Assistant position at Low Temp Industries Inc?
The Executive Assistant provides critical support to the CEO by managing their schedule, coordinating meetings, handling correspondence, and performing a variety of administrative tasks to support smooth operations, efficient productivity and ensure the executive's time and resources are used effectively.
Key Responsibilities:
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Calendar Management:
- Manage the executive's calendar, scheduling meetings, appointments, and travel arrangements.
- Send out invitations, reminders, and follow-up communications.
- Coordinate travel arrangements, including flights, accommodations, and transportation.
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Communication & Correspondence:
- Handle incoming and outgoing communications, including emails, phone calls, and mail.
- Draft and edit correspondence, presentations, and other documents.
- Maintain accurate records and files.
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Meeting Coordination:
- Prepare meeting agendas and materials.
- Take meeting minutes and distribute them promptly.
- Follow up on action items from meetings.
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Administrative Support:
- Manage expense reports and reimbursements.
- Order office supplies and maintain inventory.
- Perform other administrative duties as needed.
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Project Support:
- Assist with special projects and initiatives as assigned.
- Conduct research and gather information as needed.
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Other Duties:
- Perform receptionist duties for the company.
- Screen calls and visitors.
- Maintain a professional and organized office environment.
- Available on occasion after normal business hours.
Skills and Qualifications:
- Education: Bachelor’s degree preferred
- Experience: Entry level position with training provided
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Technical Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
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Soft Skills:
- Exceptional organizational and time management skills.
- Strong written and verbal communication and interpersonal skills.
- Ability to prioritize tasks and work independently.
- Attention to detail and accuracy.
- Ability to maintain confidentiality.
- Professional demeanor and discretion.
- Reputable, Honest and High Integrity.
