Executive Assistant

About Oceania International

Oceania International is a rapidly expanding e-commerce company with a diverse portfolio of brands, including Omtech, Gunnr, AHM, Wilprep Kitchen, Kyoku Knives, Birch Hunters, and Zumi Access. As we continue to grow we are seeking an Executive Assistant with a strong background in executive support and a keen ability to manage administrative tasks.

About The Role

The candidate should excel in a fast-paced environment, possess excellent communication skills, and demonstrate a strong ability to manage complex schedules and priorities. The role involves providing administrative support, managing communication, and ensuring effective information management.

What You'll Do

Executive Administrative Support

• Manage and prioritize the CEO and COO’s calendars, appointments, and schedules.
• Arrange domestic and international travel, including accommodations and detailed itineraries.
• Prepare, review, and organize documents, reports, and presentations for executive meetings.
• Handle and screen incoming calls, emails, and communications on behalf of the executives.
• Draft, edit, and proofread correspondence, official communications, and reports.
• Act as a liaison between executives and internal/external stakeholders.
• Occasionally run business-related/ non-business related errands for the CEO and COO.
  
  

Operations & Project Coordination

• Analyze sales data and generate reports to support executive decision-making.
• Manage CRM systems, ensuring data integrity and accuracy.
• Monitor inventory accuracy and coordinate logistics as needed.
• Support special projects and strategic initiatives, ensuring timely execution.
• Conduct market research and data analysis to provide valuable business insights.
  
  

Event & Meeting Coordination

• Plan and organize meetings, events, and conferences, ensuring smooth execution.
• Coordinate logistics and prepare agendas, materials, and minutes for executive meetings.
• Facilitate internal communication and collaboration across teams.
  
  

Problem-Solving & Decision-Making

• Proactively identify and address challenges before they escalate.
• Make informed decisions on behalf of executives when necessary.
• Continuously seek opportunities to improve efficiency and workflow.
  
  

IT Support & Office Administration

• Assist employees with basic IT troubleshooting, including hardware, software, and connectivity issues.
• Ensure office systems are updated with the latest technologies and software applications.
• Manage user access, accounts, and security settings to maintain system integrity.
• Support office technology operations, including printers, video conferencing tools, and network systems.
• Coordinate IT maintenance, software updates, and vendor support as needed.
  
  

Qualifications

Required:

• Bachelor’s degree or equivalent experience in executive support or administrative roles.
• Proven experience in a high-level executive assistant role.
• Strong organizational, prioritization, and multitasking abilities.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Ability to adapt to changing priorities and work in a fast-paced environment.
• Strong problem-solving and decision-making capabilities.
• Proficiency in Microsoft Office Suite, CRM software, and data analysis tools.
• Solid proficiency in IT troubleshooting and support, including hardware, software, and network issue resolution.
  
  

Preferred

• Additional qualifications in business administration, project management, or a related field.
• Experience in sales data analysis and CRM management.
• Prior experience coordinating logistics and travel arrangements.
• Familiarity with cloud-based collaboration tools and IT security best practic
  
  

The Pay Range For This Role Is

25 - 28 USD per hour(Lake Forest)