Executive Assistant

Must Haves:

• Minimum 5+ years of Executive Leadership Administrative Assistance
• Customer Service Background
• Office Management
• Must have a High School Diploma, Degrees in Business preferred
• Customer Service Focus – Internal / External
• Must have EXCELLENT written and verbal skills.
• Must have and exude and extremely high level of task / project ownership
• Must be able to demonstrate excellent organizational & critical thinking skills
• Must have a high sense of urgency
• Must be able to demonstrate ability to effectively communicate at all levels
• Must be able to demonstrate strong attention to detail
• Must be socially skilled
• Must be able to demonstrate excellent task and time management skills
• Trustworthy with confidential information
• Must have excellent proficiency with the primary Microsoft Office Suite
• Remote Meeting Technology Experience (Zoom, Microsoft Teams, Skype, WebEx)

D2D/Responsibilities:

To assist driving the business forward by acting as the administrative assistant for one of the leadership teams.

Time & Calendar management is crucial – owning the leadership team’s schedules, protecting zone times, and preparing materials for meetings.

Another critical piece of this role is to act as a Follow Up Manager within the team. During business growth and strategy execution, there are a myriad of tasks that are required to be completed by the team. Consistent follow up of open tasks is proven to drive business growth.

Act as a meetings facilitator for designated meetings

• Send around Outlook invitations and manage attendee coordination
• Prepare agendas in consultation with leadership team
• Attend meetings and capture action items and follow-ups
• During meetings, compile meeting minutes, prepare task lists and circulate documents after the meetings
• Track completion of assigned action items
• Support onboarding logistics for new team members
• Assist with company events, meetings, and or off-site coordination

Administration of calendars

• Schedule meetings per request
• Resolve scheduling conflicts
• Coordinate across departments and time zones
• Protect executive focus time when appropriate

Project Assistance

• Assist leaders as needed
• Prepare Documents, Presentations and Spread sheets
• Support reporting and data organization
• Maintain organized digital filing systems

Expense Reports

• Assist leaders with expense reports, as requested

Team Assistance

• From time to time some of the team may need Administrative Assistance. This could be anything from creating binders for presentations to event or training coordination.

Travel Support

• Coordinate business travel arrangements such as flights, hotels, and itineraries
• Provide private travel support as requested
• Manage on-site visit logistics for customers or partners

Compliance, Security & Credential Tracking

• Track and manage employee badging requirements for various projects
• Oversee and track security clearance processes including applications, renewals, and record keeping
• Maintain confidentiality of sensitive records