What are the responsibilities and job description for the Executive Support Administrator position at Optimal Inc.?
Job Description:
- As the Executive Support Administrator, this Team Member is expected to display excellent written and verbal communication, with exceptional interpersonal skills by providing daily support to the President and Vice President, including the arrangement of meeting schedules, obtaining signatures, and maintaining confidentiality.
- This position includes administrative activities including, but not limited to: creating check requests, processing invoices, and submitting expense reports on behalf of the President and Vice President.
- The ideal candidate would be comfortable working with multiple levels, from freshman engineers to senior management.
- This candidate will utilize excellent analytic and problem-solving capabilities, a detail-oriented nature, and drive for constant operational improvement.
Required Experience:
Associates Degree or 4 year degree in business or related field.
A minimum of two (2) years experience as an Administrative Assistant or equivalent secretarial expertise
As an executive assistant, you support on tasks shown below;
- Calendar Management: Meeting date, time and location coordination, sending and checking Outlook calendar invitations, video/teleconference setup and start, and main contact for the executive members
- Travel Arrangement: Travel itinerary planning and travel requests (TRs), and miscellaneous travel arrangements
- Travel Expenses: Reimbursement request for executives
- Reimbursements: Submit check requests (CRs) for reimbursement expenses
- Daily Support: Support executive members with daily needs
- Meeting Support: Conference room reservations and management, organizing team meetings, taking meeting minutes and distributing
- General Administration Support
- As a member of Operations Team, you work closely with other operations team members to support several admin tasks mainly described below;
- Office events and team events support: Assist Operations Team with team building activities and managing office environments (e.g., happy hours, holiday decorations/events, activities)
- Support ordering, stocking, management, submitting CRs for Office supplies
- Mail services: Receiving, sorting, sending , submitting CRs for FedEx account
- Receptionist: Phone answering, greetings, books/magazine orders
- Office management: Cleaning and maintaining of coffee machines, multi-purpose room and other common areas including eco-zone and kitchen area
