Executive Assistant

POSITION SUMMARY:

As an Executive Assistant, you will deliver high-level administrative support to the President by overseeing their calendar, scheduling meetings, managing correspondence, arranging travel, coordinating events, and handling confidential information. This role demands exceptional communication and organizational skills, along with discretion, to ensure seamless operations and maximize the President's efficiency. The ideal candidate must possess the ability to adapt quickly and pivot seamlessly in response to shifting priorities, ensuring flexibility and effectiveness in a fast-paced and dynamic environment.

Essential Duties and Responsibilities:

• Effectively managing the executive's schedule by scheduling meetings, appointments, and blocking out time for specific tasks.
• Preparing agendas, distributing materials, taking notes, and following up on action items from meetings.
• Answering phone calls, screening visitors, responding to emails, and handling correspondence on behalf of the executive.
• Booking flights, accommodations, and transportation for business travel.
• Preparing reports, presentations, and other documents, ensuring accuracy and formatting.
• Performs additional duties as assigned by the president.

Education and/or Work Experience Requirements:

• HS Diploma or equivalent,
• Proficiency in Microsoft Office Suite: Expertise in applications like Word, Excel, PowerPoint, and Outlook
• Excellent Communication Skills: Ability to effectively communicate both verbally and in writing with diverse stakeholders.
• Strong Organizational Skills: Efficiently managing multiple tasks and prioritizing effectively
• Time Management Skills: Ability to manage time effectively and meet deadlines
• Attention to Detail: Ensuring accuracy in all tasks and deliverables.
• Discretion and Confidentiality: Maintaining privacy when handling sensitive information.

Physical Requirements:

• Physical ability to lift, carry, and position: up to 20 lbs. regularly
• Must be able to work at a desk for extended periods of time.
• Must be able to constantly bend, reach above shoulder, grasp objects, climb, kneel, squat, twist and stand throughout shift.

Work Environment:

• Work hours may vary, or change based on department requirements.
• The job is primarily performed in an office environment.
• The noise level in the work environment is typically low.

ACCOUNTABILITY:

1. Perform all duties as listed in the job description and for following Company policy and procedures.
2. Obtain goals and objectives as outlined in the job description and as determined by the President.
3. Maintain good and effective working relationships among Company personnel, customers, vendors, and brokers.