What are the responsibilities and job description for the Executive Assistant position at Ultra Consultants?

Overview

We are seeking a highly organized, proactive, and resourceful Part-time Executive Assistant / Remote Office Manager located in Las Vegas, NV to support our Executive and Human Resources teams. This part-time contract role requires approximately 8 hours per week for the next 4 months, offering an excellent opportunity to work in a dynamic and collaborative environment. This role is ideal for a dynamic professional who excels in multitasking, is detail-oriented, and thrives in a remote work environment.

Key Responsibilities

Executive Support :

Provide administrative support to the executive team and human resource department.
Coordinate meetings, including preparation of agendas, documentation, and follow-up on action items.
Coordinate travel arrangements, including flights, accommodation, and itineraries.
Assist with preparations for executive summits, including scheduling and logistical support.
Handle confidential correspondence and communications with discretion.

Office Management :

Oversee the operational aspects of the remote office, including vendor management, procurement of office supplies, and technology troubleshooting.

Implement and maintain organizational systems to streamline workflow and enhance efficiency.

Receive, scan, and forward mail to the appropriate individuals within the organization.

Forward incoming physical checks to the finance department for processing.

Maintain and update company contact lists.

Handle employment verification calls by responding and providing accurate information in compliance with company policies and confidentiality standards.

Assist with the management of company’s insurance policies and documentation.

Oversee the management of the organizational chart by regularly updating and maintaining accurate records of roles, reporting structures, and team configurations to ensure clarity and alignment within the organization.

Handle the process of ordering business cards by collecting the required details and ensuring the cards are printed and delivered.

Updating of the employee and subcontractor handbooks by ensuring all policies, procedures, and relevant information are current, compliant with regulations, and clearly communicated.

Perform other administrative and organizational tasks as needed.

Communication Coordination :

Act as a central point of contact for internal and external stakeholders.

Draft, review, and distribute professional communications on behalf of the leadership team.

Project Management :

Support special projects and initiatives, ensuring timely execution and alignment with company goals.

Conduct research and prepare presentations, reports, and other materials as needed.

Event Coordination :

Plan and execute virtual and in-person events, such as team meetings, conferences, team building events and celebrations.

Assist with scheduling and preparing for quarterly company meetings by coordinating dates, sending communications, preparing agendas, and ensuring all necessary materials and presentations are ready in advance.

Education and Experience

Proven experience as an Executive Assistant, Office Manager, or similar role, preferably in a remote setting.

Exceptional organizational and time-management skills.

Strong written and verbal communication abilities.

Proficiency in office software (e.g., Microsoft Office and SharePoint) and virtual collaboration tools (e.g., Microsoft Teams and Zoom).

Preferred knowledge but not required Projector PSA and LinkedIn Recruiter

Skills and Attributes :

Ability to work independently and adapt to changing priorities.

Exceptional organizational and time-management skills.

Strong attention to detail and ability to handle multiple tasks efficiently.

High level of professionalism and discretion in handling sensitive information.

Ability to communicate effectively and maintain confidentiality.

Career Growth opportunity

A successful candidate may have the opportunity to take on fractional support roles for the development of the department’s annual and quarterly plans. This would involve working closely with the leadership team to help implement and track key initiatives, offering the chance to contribute at a higher, more impactful level.

Compensation

Part-time / Contract Rate :

Competitive hourly rate

Work Environment and Travel Requirements

Work Setting :

Ultra Consultants operates fully remotely. Employees must establish a home office and ensure reliable internet access. The software required will be provided.

Travel Expectations :

Attendance at in-person, regional hub meetings 2-3 times annually.

Additional Requirements :

Availability during standard work hours and occasionally outside normal hours as needed.

About Ultra Consultants

Ultra Consultants is a North American-based, independent transformation firm founded in 1994. We specialize in business performance improvement, ERP / technology selection, implementation management, project management, and organizational change management, serving mid-market manufacturing and distribution industries.

Our Commitments :

Delivering top-tier services

Expertise in ERP and industry best practices

Utilizing a proven project methodology

Promoting a culture of 100% client satisfaction

Workplace Culture : As a 100% remote organization, Ultra Consultants fosters a collaborative and inclusive environment. We host quarterly virtual meetings and in-person regional gatherings to build team connections. Recognized annually since 2016 by Great Place to Work®, our workplace culture emphasizes trust, respect, fairness, pride, and camaraderie.

Additional Information

Work Authorization :

Candidates must be eligible to work in the United States. Ultra Consultants does not sponsor work visas.

Background Check :

Employment is contingent upon successful completion of background checks.

FLSA Status : Exempt

Equal Employment Opportunity Statement :

Ultra Consultants is an equal opportunity employer committed to a discrimination-free workplace. All applicants will be considered without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability.

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