Executive Administrative Assistant (On-Site Opportunity Only)

TLF’s Executive Administrative Assistant, reporting directly to the CEO, works independently performing a wide range of complex and confidential administrative/clerical support duties, as well as manages projects with competing priorities assigned by the CEO. Requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts. This role requires the individual to be self-assured, self-aware, assertive, and proactive in assessing the needs, prioritizing tasks/projects, strategizing/assessing potential long-term solutions to problems, and implementing the same. Requires knowledge of company policies and procedures. Includes responsibility for executive office management as appropriate.

JOB DESCRIPTION DETAILS (INCLUDING BUT NOT LIMITED TO THE BELOW):

Administrative

• Performs a wide range of complex and confidential administrative and supports duties while proactively devising solutions to assist the CEO in the day-to-day operation of the business.
• Manages the CEO’s time and calendar to ensure meetings, addressing operational issues, and appointments are not missed.
• Serves as principal administrative contact and liaison with all employees.
• Assist with interviewing process for vacant positions currently being recruited for by HR.
• Reviews, assesses, routes, answers and monitors follow up action steps on correspondence. Gathers and analyzes information required for administrative reporting.
• Manages complex calendars, arranges for meetings, and appointments. (travel arrangements as needed).
• Assists with the coordination of events, including monthly team building events and weekly department meetings, etc.
• Responds to e-mail messages and may handle wide-range information dissemination.
• Additional tasks as assigned by the CEO.

Project Management

• Project management, and development of proactive solutions to facilitate project flow and completion.
• Prioritizes existing projects assigned and manages competing priorities to ensure timely and accurate completion of the same.
• Creates, updates, and maintains spreadsheets and data analytics required for reporting purposes and managing projects
• Devises strategies with department heads and coordinates internal and external resources to address workflows and department deficiencies so there is a plan in place to present to the CEO as a potential solution.
• Serves as principal contact and liaison with vendors and external contacts, typically including the sourcing of quotes from service providers pertaining to a company/operational need.
• Uses multiple technical applications including Asana, spreadsheets, electronic calendar, email, and other in-house company applications. Uses Internet, as well.

QUALIFICATIONS / SKILLS / REQUIREMENTS:

• College degree preferred (but not required), or an equivalent length of experience in an office environment providing administrative support to Executives.
• Minimum of 3 years of experience in office administration, customer service, and some project management for Executive Leadership.
• Solid working knowledge of office processes, related computer software and electronic communications tools. (ie. Office 365 – Outlook, Word, Excel, Powerpoint, etc.)
• Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
• Requires a high level of situational awareness of themselves and others.
• Ability to recognize strengths and identify opportunities for growth and improvement across the company, departments, divisions, and at the individual level and suggest and implement, upon approval, solutions.
• Ability to train others on various aspects of the business and its operational workflows and SOP's
• Strong data analytics skill set and proficient with excel/google sheets, etc.
• Strong problem-solving skill set and takes a proactive approach to addressing minor issues to circumvent the development of major problems.
• Ability to tactfully communicate across all levels of the company, on behalf of the CEO, and implement change while listening to concerns of the departments or individuals and propose solutions for improvement to the CEO.
• Faster learner and quick on your feet - decisive in their thought process and solutions to impact positive change
• EXCELLENT oral and written communication