Executive Assistant for Multiple Executives - 4 Years Experience Required

• Prepares comprehensive and complex, reports, correspondence, charts, tables, graphics and other documents using various software packages.
• Research and create complex data and information for inclusion in reports, information packages and/or presentation materials.
• Develop and maintain processes to support the executive team's daily operations.
• Handle various administrative tasks, such as filing, data entry, and maintaining office supplies.
• Prioritize and respond to emails and phone calls, acting as a liaison between the executive team and internal/external stakeholders.
• Provide front desk coverage, welcoming internal/external stakeholders as required, including answering telephones.
• Provide backup coverage for other Administrative Assistants.
• Production and distribution of monthly reports for internal and external clients, based on area of business.
• Maintain a calendar of appointments for the executive management team.
• May directly assist in budget preparation and control activities.
• May serve as the administrative liaison with internal and external clients on administrative matters.
• Manage administrative staff, including managing timecards.
• Interfaces with company personnel and outside parties to coordinate meetings, conference calls and appointments.
• Organize and take notes during meetings, ensuring follow-up on action items and maintaining records of discussions and decisions.
• Coordinate for event planning, partnering with vendors and in-house associates.
• Coordinates travel arrangements.
• Ensure assigned office equipment is adequately maintained and secure, which may require reviewing vendor contracts.
• Provides additional support through copying, faxing, and mailing as requested by assigned staff.
• Monitor and order general office supplies as needed. Processes invoices for supply orders.
• Handle other duties as specifically designated by department.
• Create, manage and maintain a listing system for tracking and monitoring all exclusive listings.
• Tracks and monitors all compliance related documents, ensuring that all Salespeople and revenue producing professionals are always properly licensed and within Company compliance requirements.
• Coordinate with Controller for accounting needs, including but not limited to deal processing, commission posting, and provide written status reports for all salespeople regarding the recording and tracking of their commissions.
• Maintain good working relationships with clients and employees, aiding or directing them to the appropriate department to resolve questions or issues.

Qualifications

• High School diploma or General Education Degree (GED) required.
• Bachelor’s degree in business administration preferred.
• Minimum 4 years previous related work experience.
• Ability to be creative and flexible in order to meet deadlines while working with changing priorities.
• Skilled in Microsoft Office Suite and Adobe software.
• Excellent organizational abilities.
• Strong proofreading and editing skills.
• Strong verbal and written communication skills to interact professionally with various stakeholders.
• Excellent business vocabulary, grammar, and effective communication skills.
• Ability to maintain discretion regarding personnel and industry-related matters.
• Excellent interpersonal skills.
• Resourceful and proactive in identifying issues and implementing solutions independently.
• Must be detail oriented to ensure accurate deliverables.
• Accounting experience preferred.
• May perform other duties as assigned.

Job Type: Full-time

Pay: $57,000.00 - $67,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Executive administrative support: 3 years (Preferred)
• Administrative Assistant / Office Manager: 5 years (Preferred)

Ability to Commute:

• Salt Lake City, UT 84111 (Required)

Work Location: In person