What are the responsibilities and job description for the Executive Assistant position at The Mahaffey Theater?
Overview
We are seeking an experienced, highly organized and proactive Executive Assistant to provide comprehensive support to our CEO.
The Executive Assistant is responsible for providing executive support to the CEO and serves as the administrative point of contact for all matters pertaining to the CEO. The Executive Assistant also serves as a liaison to internal management teams and external contacts. This position is responsible for performing multiple administrative duties.
The ideal candidate will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain balance among multiple priorities. This role is pivotal in ensuring smooth operations within the office and will involve a variety of responsibilities that require both professionalism and discretion.
Responsibilities
- Completes a broad variety of administrative tasks including: handling phone calls and messages; managing calendar of appointments and events; routing, composing and preparing email and mail correspondence; maintaining contact lists; collecting and preparing information for meetings; transcribing meeting notes and preparing reports; maintaining filing systems; assisting with special projects; and arranging travel plans as needed.
- Maintains CEO’s appointment schedule by planning and scheduling meetings and logging events on calendar.
- Works closely with the CEO to keep him well informed of upcoming commitments and responsibilities, following up as appropriate.
- Communicates directly, and on behalf of the CEO, with staff and others on matters related to the CEO’s initiatives.
- Follows up on contacts made by the CEO and supports cultivation of ongoing relationships.
- Handles front desk duties, including greeting visitors and managing incoming calls, providing hospitality to all.
- Maintains office supply inventory by checking stock, anticipating needed supplies, evaluating new office products, and placing and expediting supply orders.
- Maintains the cleanliness and order of the office space.
- Provides event management support as requested.
- Maintains confidentiality regarding sensitive information and communications.
- Other projects and duties as assigned.
Requirements
- Minimum of 3 years' Executive Assistant experience.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, Powerpoint), Adobe Acrobat, social media web platforms, and Apple iPhone iOS, with the ability to become familiar with company-specific programs and software.
- Strong organizational skills with impeccable attention to detail.
- Strong written and verbal communication skills.
- Strong interpersonal skills.
- Proven ability to maintain confidentiality and handle sensitive, confidential information with discretion.
- Familiarity with office management procedures and basic accounting principles.
- Ability to work independently while also being a collaborative team player.
Note: This job description is intended to provide a general overview of the position. Duties and responsibilities may be added, deleted or modified at any time based on the needs of the organization.
The starting salary will be commensurate with candidate experience.
Job Type: Full-time
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
Experience:
- Executive Assistant: 3 years (Required)
Work Location: In person
Salary : $50,000 - $60,000