Executive Assistant

Job Title: Executive Assistant

Location: Decatur, GA 30035

Client: McBride Research Labs

Position Summary:

The Executive Assistant will provide high-level administrative support to the President, and the Leadership Team. The Executive Assistant provides executive support in a one-on-one working relationship and serves as a liaison to the senior management teams. Organizes and coordinates executive outreach and external relations efforts and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Perform other duties as assigned.

Essential Duties:

• Provide and lead support to both internal and external customers with high level of professionalism and in a manner that reflects positively on the organization.
• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the company. Use discretion, confidentiality, and good judgment to handle C-Level matters and employee matters.
• Sustain a daily calendar of meetings and events that supports the President and the Leadership Team.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.
• Arrange travel and accommodations for the President, and the Leadership Team. Prepare expense reports and manage budget reporting.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Manage the front office entry area to include incoming and outgoing mail, visitors, presentation of lobby, cleanliness of area and breakroom.
• Assist with managing service contracts for vendors that support office administration of the organization.
• Support employee events, planning and organizing along with HR support.
• Excellent communication and time management skills; proven ability to meet deadlines.
• Ability to function well in a high-paced environment; perform additional duties as assigned by the executives.
• Draft and prepare correspondence for internal announcements, board meetings, and organizations that the executive is involved with on a professional and personal level.
• Manage the President’s contacts.
• Assist in preparing and managing presentations and decks.
• Be responsive to emails/texts/phone calls, with contacts outside normal business hours.
• Welcome the Executive’s guests by greeting them, in person or on the phone, answering or directing inquiries.
• Represent the company and the Executives in a positive light through great follow-through skills and sound judgment.
• Conserve the Executive's time by reading, researching, collecting and analyzing information as needed, in advance.
• Complete ad hoc projects as assigned – such as personal events and/or family needs.
• Organize complex calendars and schedules, resolving any scheduling issues
• Think strategically to identify areas of improvement and establish innovative or adjust existing work procedures and policies.
• Ability to work occasional overtime shifts and work occasionally on Saturdays, if requested.

Required Experience, Skills, and Education:

• Must have a college degree in business or similar field of study. Preferably a paralegal background.
• Must have a minimum of 3 years of administrative support to executive team members.
• Excellent communication skills both written and oral.
• Strong organization and time management skills.
• Proficiency with MS Office Products includes advance skills in Excel, PowerPoint, Microsoft Teams, ERP systems.
• Ability to understand instructions, work processes, reason and make judgments, problem solve, plan, coordinate, execute, and direct own work while coping with a variety of duties and expectations.
• Ability to work with several specified deadlines and expectations related to the department.
• Ability to communicate clearly and distinctly (oral or written) with management team and staff.
• Good mathematical aptitude is required to make accurate numerical additions and subtractions.
• Ability to perform effectively under stressful conditions, prioritizing assignments.
• Must have the initiative and enterprise to tackle problems without supervision and develop creative solutions.
• Must have good interaction skills, work respectfully with a diverse group and build synergy.