executive administrative assistant

Filippi's Pizza Grotto

Overview We are seeking a dynamic and highly organized Executive Administrative Assistant to join our team! In this vital role, you will be the backbone of executive support to the owner of Filippi's Pizza Grotto, ensuring smooth daily operations and seamless communication across departments. Your energetic approach and proactive mindset will empower the owner to focus on strategic initiatives while you handle a wide array of administrative responsibilities. This position offers an exciting opportunity to showcase your exceptional organizational skills, office management expertise, and ability to juggle multiple priorities with enthusiasm and precision.Duties<ul><li>Support the owner's schedule, priorities, projects, and communications.</li><li>Plan and execute internal and external events, meetings, and community engagements with attention to detail and proactive planning.</li><li>Handle correspondence through email, transcription, proofreading, and document preparation using Microsoft Office suite and other relevant software.</li><li>Maintain meticulous filing systems&mdash;both digital and physical&mdash;and oversee data entry tasks to ensure accuracy and confidentiality.</li><li>Assist with bookkeeping tasks utilizing QuickBooks, support invoice processing and expense tracking.</li><li>Support project coordination efforts by tracking deadlines, preparing reports, and liaising with team members to ensure timely completion of initiatives.</li><li>Serve as a personal assistant for the owner by managing personal appointments, errands, and other special requests as needed.</li><li>Oversee office management duties such as supply inventory, and maintaining a welcoming environment for visitors.</li></ul>Requirements<ul><li>3 + years of proven experience in an executive administrative support or office management role, hospitality operations with experience in HR management.</li><li>Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.</li><li>Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), and familiarity with DocuSign for electronic signatures.</li><li>Strong typing skills combined with transcription and proofreading abilities to produce clear, professional documents.</li><li>Experience with QuickBooks and data entry processes, ensuring accuracy in financial records.</li><li>Exceptional communication skills&mdash;both written and verbal&mdash;with a focus on professional phone etiquette across multi-line phone systems.</li><li>Ability to handle confidential information while demonstrating high levels of professionalism and discretion.</li><li>Demonstrated capacity for event planning, project coordination, and managing multiple priorities simultaneously.</li><li>Familiarity with office equipment such as printers, scanners, fax machines, and front desk procedures is preferred. Join us as an Executive Administrative Assistant where your energy fuels our success! Bring your organizational prowess, tech-savviness, and proactive attitude to help lead our team forward&mdash;making every day productive and impactful!</li></ul>Pay: From $70,000.00 per yearBenefits:<ul><li>401(k)</li><li>Health insurance</li></ul>Application Question(s):<ul><li>Please submit a brief statement on why you would be a strong fit for this role.</li></ul>Experience:<ul><li>Executive administrative support: 3 years (Required)</li></ul>Ability to Commute:<ul><li>Chula Vista, CA 91910 (Required)</li></ul>Work Location: In person

Executive Administrative Assistant

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Overview We are seeking a dynamic and highly organized Executive Administrative Assistant to join our team. This vital role offers the opportunity to support senior executives by managing complex schedules, coordinating projects, and handling a wide range of administrative duties with efficiency and professionalism. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, proactive problem-solving, and a positive attitude. This paid position provides a chance to develop your administrative expertise while contributing to the smooth operation of our organization&rsquo;s leadership team.Responsibilities<ul><li>Provide comprehensive executive administrative support, including calendar management, travel arrangements, and meeting coordination.</li><li>Manage multi-line phone systems with professionalism, ensuring excellent phone etiquette and prompt responses to inquiries.</li><li>Organize and maintain files, documents, and records through effective filing systems both physically and digitally.</li><li>Draft, proofread, and transcribe correspondence, reports, presentations, and other documents with attention to detail.</li><li>Coordinate projects across departments by tracking deadlines, preparing agendas, and following up on action items.</li><li>Utilize Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools for daily tasks while ensuring computer literacy standards are met.</li><li>Support office management duties such as supply ordering, front desk coverage, and maintaining a welcoming environment for visitors.</li><li>Handle personal assistant responsibilities as needed for executive team members to optimize their productivity.</li></ul>Requirements<ul><li>Proven experience in an administrative or executive assistant role with strong organizational skills.</li><li>Microsoft Excel experience an ABSOLUTE MUST</li><li>Demonstrated proficiency in Microsoft Office (Word, Excel, PowerPoint), Sharepoint, and data entry tools.</li><li>Experience with QuickBooks or similar bookkeeping software is highly preferred.</li><li>Strong project coordination abilities with attention to detail in proofreading and editing documents.</li><li>Exceptional calendar management skills using Microsoft Outlook Calendar or similar scheduling tools.</li><li>CRM data entry experience</li><li>Sales quoting support and coordination with project team on customer billings</li><li>Outstanding customer service skills coupled with professional phone etiquette.</li><li>Ability to handle confidential information discreetly while maintaining high levels of professionalism. Join us as an Executive Administrative Assistant where your energy and expertise will empower our leadership team to succeed!</li></ul>Pay: $35,000.00 - $45,000.00 per yearWork Location: In person

WealthBridge Financial Group

<div>
 WealthBridge Financial Group is looking for a highly organized and proactive
 
 Executive Administrative Assistant
 
 to support our leadership team. This vital role involves managing a variety of administrative tasks, ensuring smooth operations, and providing top-notch support to executives in a fast-paced financial services environment.
 
 
 The ideal candidate will excel in multitasking, possess excellent communication skills, and have a keen eye for detail. As an Executive Administrative Assistant, you will be responsible for scheduling meetings, managing calendars, preparing reports, and acting as a liaison between executives and other staff members. Your ability to anticipate needs and address challenges will be essential to the success of our team.
 
 
 This is an incredible opportunity for someone who thrives in a collaborative setting and is eager to contribute to the mission of WealthBridge Financial Group. If you are passionate about providing outstanding support and looking for a role that offers growth and development, we encourage you to apply.
 
 
 
 Requirements
 
 
 
 <ul>
 <li>
 Proven experience as an administrative assistant or in other secretarial positions
 </li>
 <li>
 Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
 </li>
 <li>
 Excellent organizational and time-management skills
 </li>
 <li>
 Outstanding communication and interpersonal abilities
 </li>
 <li>
 Ability to handle sensitive information with discretion and maintain confidentiality
 </li>
 <li>
 Prior experience in the financial services industry is a plus
 </li>
 <li>
 Professional licensing or accreditation is a plus (JD, CPA, CFP, MBA)
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Top-tier health coverage including medical, dental, and vision plans for you and your dependents
 </li>
 <li>
 401(k) retirement plan with company match to help you build long-term security
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 <li>
 Life and disability insurance for added peace of mind
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 Employee wellness programs and mental health resources
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 Career growth opportunities and ongoing training support
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 </ul>
</div>

MMC Consulting

<div>Position Overview 
MMC Government Solutions is seeking a highly organized and experienced Executive Administrative Assistant to support the Executive Director and administrative operations of the Gulf Coast Ecosystem Restoration Council (GCERC). 
 
The Executive Assistant serves as the primary liaison between executive leadership, agency staff, and external partners. The role provides executive, operational, and project support, manages office administrative functions, and ensures the efficient coordination of executive priorities, agency meetings, procurement actions, and training compliance activities. The successful candidate will operate in a high-visibility federal environment, exercising sound judgment, discretion, and initiative while supporting the Executive Director and Director of Administration. 
 
Key Responsibilities<ul><li>
Executive Support and Coordination</li><li>
Manage the Executive Director&rsquo;s calendar, including scheduling meetings, coordinating leadership priorities, and tracking key dates and milestones.</li><li>
Coordinate agency and Council meetings, including scheduling, preparing agendas and meeting materials, and supporting follow-up actions.</li><li>
Provide meeting coordination and logistical support, including note-taking and preparation of materials for leadership engagements and large group meetings.</li><li>
Coordinate executive travel logistics, including itinerary planning and documentation.</li><li>
Administrative and Operational Support</li><li>
Provide executive and administrative support to senior leadership and assist with special projects and assignments.</li><li>
Maintain records management systems, correspondence files, and administrative documentation.</li><li>
Support procurement and administrative processes, including purchase requests and documentation tracking.</li><li>
Maintain office administrative operations, including coordination of supplies and workspace support.</li><li>
Training, Compliance, and Reporting</li><li>
Maintain and track the agency training plan, including monitoring staff training requirements and compliance records.</li><li>
Support administrative processes related to records management and FOIA coordination.</li><li>
Prepare monthly status reports and track administrative action items for leadership review.</li><li>
Required Skills/Experience</li><li>
Minimum two (2) years of experience supporting an executive, including managing complex scheduling with internal and external participants, coordinating travel arrangements, and handling daily administrative tasks.</li><li>
Experience supporting executive meetings and events, including agenda preparation, meeting materials, and logistical coordination.</li><li>
Strong organizational and administrative management skills with the ability to prioritize multiple assignments and meet deadlines.</li><li>
Excellent oral and written communication skills for effectively exchanging information and conveying ideas and concepts to a variety of stakeholders.</li><li>
Proven experience in file/records management, specifically organizing and filing relevant documents for the supported executive.</li><li>
Proficient in using a personal computer and business software, with demonstrated experience in GSuite (Google) and standard office productivity tools.</li><li>
Experience with staffing, developing, routing, and verifying correct information, particularly related to travel.</li><li>
Demonstrated ability and willingness to receive training and direction.</li><li>
Capable of reading and interpreting general procedural guidelines.</li></ul>
Preferred Skills/Experience<ul><li>
Ability to exercise sound judgment, initiative, diplomacy, and discretion while maintaining confidentiality.</li><li>
Ability to collaborate with multidisciplinary teams in high-tempo environments.</li></ul>
Education<ul><li>
Bachelor&rsquo;s degree in Business Administration, Public Administration, Finance, Accounting, or a related discipline (required).</li></ul>
Hours of Operation and Work Site 
Contractor staff will perform work during hours agreed upon with the client. This is a full time, 40 hours per week position. All hours must be worked onsite. No remote work is permitted for this position. 
 
Location 
New Orleans, Louisiana 

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Cygnus Consulting Inc.

Overview Join our dynamic team as an Executive Administrative Assistant, where your organizational prowess and proactive attitude will drive efficiency and support for our Senior Executive Federa client.Responsibilities<ul><li>Executive Support and Coordination</li><li>Manage the Executive Director&rsquo;s calendar, including scheduling meetings, coordinating leadership priorities, and tracking key dates and milestones.</li><li>Coordinate agency and Council meetings, including scheduling, preparing agendas and meeting materials, and supporting follow-up actions.</li><li>Provide meeting coordination and logistical support, including note-taking and preparation of materials for leadership engagements and large group meetings.</li><li>Coordinate executive travel logistics, including itinerary planning and documentation.</li><li>Administrative and Operational Support</li><li>Provide executive and administrative support to senior leadership and assist with special projects and assignments.</li><li>Maintain records management systems, correspondence files, and administrative documentation.</li><li>Support procurement and administrative processes, including purchase requests and documentation tracking.</li><li>Maintain office administrative operations, including coordination of supplies and workspace support.</li><li>Training, Compliance, and Reporting</li><li>Maintain and track the agency training plan, including monitoring staff training requirements and compliance records.</li><li>Support administrative processes related to records management and FOIA coordination.</li><li>Prepare monthly status reports and track administrative action items for leadership review.</li><li>Required Skills/Experience</li><li>Minimum two (2) years of experience supporting an executive, including managing complex scheduling with internal and external participants, coordinating travel arrangements, and handling daily administrative tasks.</li><li>Experience supporting executive meetings and events, including agenda preparation, meeting materials, and logistical coordination.</li><li>Strong organizational and administrative management skills with the ability to prioritize multiple assignments and meet deadlines.</li><li>Excellent oral and written communication skills for effectively exchanging information and conveying ideas and concepts to a variety of stakeholders.</li><li>Proven experience in file/records management, specifically organizing and filing relevant documents for the supported executive.</li><li>Proficient in using a personal computer and business software, with demonstrated experience in GSuite (Google) and standard office productivity tools.</li><li>Experience with staffing, developing, routing, and verifying correct information, particularly related to travel.</li><li>Demonstrated ability and willingness to receive training and direction.</li><li>Capable of reading and interpreting general procedural guidelines.</li></ul>Preferred Skills/Experience<ul><li>Ability to exercise sound judgment, initiative, diplomacy, and discretion while maintaining confidentiality.</li><li>US Public Sector (Federal Experience)</li><li>Ability to collaborate with multidisciplinary teams in high-tempo environments</li></ul>Education : Bachelor's Degree is preferredPay: $60,000.00 - $80,000.00 per yearBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Flexible schedule</li><li>Health insurance</li><li>Paid time off</li><li>Professional development assistance</li><li>Vision insurance</li></ul>Education:<ul><li>Bachelor's (Preferred)</li></ul>Ability to Commute:<ul><li>New Orleans, LA 70130 (Preferred)</li></ul>Work Location: In person

Generac Power Systems

<div>We are Generac, a leading energy technology company committed to powering a smarter world.
Over the 60 plus years of Generac&rsquo;s history, we&rsquo;ve been dedicated to energy innovation. From creating the home standby generator market category, to our current evolution into an energy technology solutions company, we continue to push new boundaries.
The Executive Administrative Assistant is responsible for providing high-level administrative support to several ELT members. This role includes, but is not limited to: providing personalized and confidential executive assistance with discretion and judgment; working with little supervision while displaying a high level of professionalism when dealing with key executives, clients, and Board Members; assisting and coordinating special projects and meetings.
Major Responsibilities:
<ul><li>Serve as professional point of contact with internal/external stakeholders; handle sensitive information with discretion.
</li><li>Manage and screen all forms of communication including answering e-mails, phones, taking messages, and responding to correspondence as appropriate.
</li><li>Maintaining complex executive calendars, priorities, and scheduling appointments, conferences, and events; including making travel arrangements and preparing business expense reports.
</li><li>Preparing letters and correspondence upon request.
</li><li>Overseeing conference room reservations, coordinating audio/visual equipment with participants in multiple time zones, and catering.
</li><li>Creating PowerPoint presentations for all members of the Executive Team.
</li><li>Recording, transcribing, and distributing meeting minutes.
</li><li>Maintaining centralized supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, and verifying receipt of supplies.
</li><li>Approve PTO time
</li></ul>Requirements:
Education
<ul><li>Associate Degree in Business or similar
</li></ul>Knowledge / Skills / Abilities
<ul><li>5 years of experience working in an Administrative Support role
</li><li>2 years of experience as Executive Assistant
</li><li>Proficient in Microsoft Office Suite.
</li><li>Discretion when handling sensitive and confidential information
</li><li>Strong planning and prioritization skills; comfort with fast-paced, deadline-driven work.
</li></ul>Preferred Job Requirements
Education
<ul><li>Bachelor&rsquo;s degree
</li></ul>Knowledge / Skills / Abilities
<ul><li>3 + years&rsquo; experience providing administrative support at an Executive level;
</li><li>Requires excellent communication skills, including demonstrated skill in drafting &ldquo;executive-level&rdquo; correspondence, along with a strong desire to learn and assist with all general corporate functions;
</li><li>Requires attention to detail and organizational skills;
</li><li>Possesses confidence and ability to make decisions and prioritize independently;
</li><li>Able to work in a fast-paced environment as part of a cohesive team to meet critical deadlines;
</li><li>Previous experience in coordinating international travel, preferred;
</li><li>Previous experience using SAP or equivalent ERP.
</li><li>Workday experience
</li></ul>Physical Demands : While performing the duties of this job, the employee is regularly required to talk and hear; and use hands to manipulate objects or controls. The employee is regularly required to stand and walk. On occasion the incumbent may be required to stoop, bend or reach above the shoulders. The employee must occasionally lift up to 25 - 50 pounds. Specific conditions of this job are typical of frequent and continuous computer-based work requiring periods of sitting, close vision and ability to adjust focus. Occasional travel.
&ldquo;We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.&rdquo;</div>

Ultimate Staffing

<div>
 
 
 Executive Administrative Assistant
 
 
 
 
 
 
 
 
 Position Overview
 
 
 
 The Executive Administrative Assistant provides high-level administrative support to senior leadership, ensuring smooth daily operations and enabling executives to focus on strategic priorities. This role requires exceptional organizational skills, impeccable attention to detail, and the ability to manage multiple tasks in a fast‑paced environment with discretion and professionalism.
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Manage executive calendars, including scheduling meetings, coordinating appointments, and resolving scheduling conflicts.
 </li>
 <li>
 Serve as the primary point of contact between executives, internal teams, and external partners.
 </li>
 <li>
 Prepare, edit, and format confidential correspondence, presentations, and reports.
 </li>
 <li>
 Coordinate complex domestic and international travel arrangements, itineraries, and expense reports.
 </li>
 <li>
 Organize and prepare for meetings by securing rooms, drafting agendas, and capturing minutes/action items.
 </li>
 <li>
 Support project coordination, tracking deadlines, and following up to ensure timely completion.
 </li>
 <li>
 Maintain accurate records, files, and documentation with a high level of confidentiality.
 </li>
 <li>
 Assist with event planning, leadership meetings, team activities, and companywide initiatives.
 </li>
 <li>
 Handle incoming communications with professionalism, prioritizing messages and responding on behalf of leaders when appropriate.
 </li>
 <li>
 Anticipate executive needs and proactively offer solutions to streamline workflows and improve efficiency.
 </li>
 </ul>
 
 
 Qualifications
 
 
 <ul>
 <li>
 3+ years of executive-level administrative support experience; C‑suite support preferred.
 </li>
 <li>
 Strong proficiency in Microsoft 365 (Outlook, Teams, Excel, PowerPoint, Word).
 </li>
 <li>
 Excellent written and verbal communication skills.
 </li>
 <li>
 Ability to manage sensitive information with integrity and discretion.
 </li>
 <li>
 Strong organizational, time‑management, and problem‑solving abilities.
 </li>
 <li>
 Comfortable working in a fast‑paced environment with shifting priorities.
 </li>
 <li>
 Professional demeanor and ability to build strong working relationships across all levels.
 </li>
 </ul>
 
 
 Preferred Skills
 
 
 <ul>
 <li>
 Experience supporting multiple executives simultaneously.
 </li>
 <li>
 Background in professional services, corporate office, or fast‑growing environments.
 </li>
 <li>
 Project coordination or event planning experience.
 
 </li>
 </ul>
 
 
 All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.
 
 
</div>

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Executive Administrative Assistant

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