Job Description
The Executive Assistant is responsible for providing top-quality administrative support to our senior management team. The Executive Assistant will be responsible for preparing reports for the managerial and executive staff, serving as liaison between our clients and company management, directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. This person is also responsible for arranging internal office moves and providing arrangements for office meetings.
* Support and assist the Corporate Executive team with administrative support.
* Manages the reception area to ensure effective communications both internally and externally to maintain a professional image.
* Sets up meetings as directed by the Executive Team and other Corporate Managers as well as coordinating meals, or materials needed.
* Responsible for keeping various calendars up-to-date including, but not limited to: corporate schedules, conference room, company airplane.
* Coordinates and plans events, including but not limited to: sales retreats, shareholder meetings, board of director meetings.
* Responsible for coordinating and arranging office moves for the corporate office staff.
* Works with Travel Agency in booking senior staff travel as requested.
* Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
* Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
* Responsible for the facilities day-to-day operations (such as distributing building access keys and backup to security access cards, etc.)
* Participates as needed in special department projects.
* Other duties as assigned.
Required Skills & Experience
* Associates Degree or equivalent experience preferred.
* At least three years of previous experience in a corporate office management.
* Working knowledge of mail processes such as postage machine, FedEx and UPS.
* Must be proficient with Microsoft Office Word, Excel, Outlook and PowerPoint.
* Must have excellent communication and customer service skills.
* Must have good organizational, leadership, time management, and decision making skills.
* Must be able to work in a fast paced environment.
* Must be proficient in grammar.
* Must be a self-starter and take initiative.
* Must be able to travel occasionally.
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.