Position Summary
Dynamic, energetic, active, well-traveled CEO and Executive Leadership Team looking for a bilingual, seasoned, responsible Executive and/or Administrative Assistant to perform a variety of administrative, clerical, organization tasks/activities, including providing support as needed to our field organization.
Administrative Assistant responsibilities include making meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. Ultimately, a successful Executive or Administrative Assistant should ensure the efficient and smooth day-to-day operation of our office.
Employer-matched 401k, paid vacation, medical / dental / vision insurance.
Position Specifics
- Answer and direct phone calls
- Organize and schedule appointments
- Plan meetings and take detailed minutes
- Write and distribute email, correspondence memos, letters, faxes and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Update and maintain office policies and procedures
- Order office supplies and research new deals and suppliers
- Maintain contact lists
- Submit and reconcile expense reports
- Provide general support to visitors and visiting executives
- Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
- Assist, arrange with all components of domestic, international travel
- Assist web / online presence for CEO, Executive Leadership Team
- Available to work late hours on occasion
- Available for post-work activities, events, including evenings, Saturdays, Sundays, Holidays, on occasion
Position Skill Requirements
- Proven experience as an Executive Administrative or Office Administrative Assistant
- Knowledge of office management systems and procedures
- Working knowledge of office equipment and functionality, e.g. scanning, printing, fax, online tools
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
- Answering calls, messages, greeting visitors, distributing mail, preparing communications, filing paperwork, preparing documents for meetings, and managing calendar(s).
Position Education, Image Requirements
- High School degree
- College degree a plus
- Experience as Executive or Administrative Assistant or Secretary a plus
- Well groomed, organized, dressed as will represent the CEO, Executive Leadership Teams and Corporate brands
A wonderful opportunity for someone who presents well, takes care of self and truly wants to support the CEO / Executive Leadership Team to enhance efficacy - and to dramatically improve knowledge of all aspects of business. If you have what we’re looking for, this will be the best professional experience you’ve ever been a part of!