What are the responsibilities and job description for the Executive Administrative Assistant position at Stokes Auction Group & Stokes Productions?
Summary:
The Administration Assistant / Executive Assistant provides high-level administrative support to Vice President. This role requires a highly organized, proactive, and resourceful individual with excellent communication and interpersonal skills. The ideal candidate will be a self-starter with the ability to work independently and as part of a team.
Essential Duties and Responsibilities:
Calendar Management:
- Manage Vice President's calendar, schedule meetings, and coordinate appointments.
- Schedules conference calls and meetings.
- Assists in company gatherings and workshop planning, special gifts, Thanks You notes and referrals
- Proactively identify and resolve scheduling conflicts.
- Arrange travel itineraries, including flights, accommodations, ground transportation, and other client maintenance tasks.
Correspondence:
- Draft, review, and edit correspondence, including emails, letters, and presentations.
- Screen and respond to phone calls and emails as needed.
- Manage incoming and outgoing mail.
- Manages company mail collection and distribution
- Manages all automated tasks and routes correspondence to the appropriate person.
- Maintains relationship with printer
- Research new or better communication options regularly.
Project Coordination:
- Assist with project planning and coordination, including scheduling meetings, tracking deadlines, and preparing presentations.
- Gather and organize information for reports, presentations, and meetings.
- Conduct research and compile data as requested.
Office Management:
- Order office supplies and maintain inventory.
- Manage office equipment and ensure proper maintenance.
- Coordinate office events and activities.
- Updates and refills postage meter
- Maintains Office Equipment Inventory spreadsheet
- Ensures Member page is current, updates as needed
- Updates member bios, photo, references and videos on an as needed basis
Other Duties as Assigned:
- Perform other administrative duties as assigned, including but not limited to:
- Filing and record-keeping
- Maintaining confidential information
- Greeting visitors and directing calls
- Maintain accurate records of all expenses.
- Researches and purchases new equipment on an as needed basis.
Qualifications:
Education: High School Diploma or equivalent required; Associate's or Bachelor's degree preferred.
Experience: 2 years of experience as an Administrative Assistant or Executive Assistant preferred.
Technical Skills:
- Proficient in Microsoft Office Suite (Teams, Word, Excel, PowerPoint, Outlook)
- Experience with CRM software a plus
- QuickBooks Online Preferred
- Strong typing and data entry skills
Communication Skills:
- Excellent written and verbal communication skills
- Strong interpersonal and customer service skills
- Ability to communicate effectively with all levels of management
Organizational Skills:
- Highly organized and detail-oriented
- Ability to prioritize tasks and manage multiple deadlines
- Strong time-management and planning skills
Other Skills:
- Ability to work independently and as part of a team
- Proactive and resourceful problem-solving skills
- Discretion and confidentiality
- Ability to adapt to changing priorities and work environments