We are seeking a highly organized and proactive Executive Administrative Assistant to support our executive team. The ideal candidate will possess exceptional communication skills and a keen attention to detail. This role involves managing schedules, coordinating meetings, and ensuring the smooth operation of office functions. The Executive Assistant will serve as a key point of contact for both internal and external stakeholders, contributing to the overall efficiency of the organization.

Responsibilities

• Manage and maintain executive calendars, scheduling meetings and appointments efficiently.
• Handle phone systems, directing calls appropriately and taking messages when necessary.
• Transcribe meeting notes and other documents accurately to ensure clear communication.
• Provide front desk support, greeting visitors and managing inquiries with professionalism.
• Proofread documents for accuracy and clarity before distribution.
• Utilize Outlook Calendar for scheduling and managing appointments effectively.
• Assist in personal tasks as needed, acting as a personal assistant to executives.
• Manage electronic document signing processes using DocuSign.
• Perform clerical duties including filing, data entry, and maintaining office organization.
• Support office management tasks to ensure a productive work environment.
• Must have a CAN DO and DO WHATEVER IS NEEDED attitude
• MUST HAVE A PROFESSIONAL AND PRESENTABLE APPEARANCE. Must have a positive attitude, be detail oriented and possess high energy and be able to work in a faced pace environment.
• Manage and prioritize all communications including email, mail, phone calls and deliveries.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Light Marketing Support to clients and Client Support as required.
• Social Media experience is a plus.
• Ability to manage, coordinate, and execute various projects involving personnel both in and out of the office.
• Manage travel arrangements and proactively coordinate the pre-planning of trips, including arranging appropriate travel and accommodations, agendas, necessary contacts, and other necessary preparations.
• Schedule, coordinate, prepare agendas, attend meetings, and take minutes as requested, and coordinate follow up as directed.
• Handle personal tasks, duties and errands for Manager and Manager's family members.
• Represents the executive by attending meetings in the executive's absence; speaking for the executive.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Follow-up on delegated tasks, Filing and opening mail , personal and Misc. office duties

EDUCATION and SKILLS

Bachelor's degree preferred.
-Minimum of 2-5 years administration/executive assistant experience.
-Excellent organizational skills and sound judgment to manage work flow from several supervisors, with ability to keep abreast of many details.
-Demonstrated proactive approach to problem solving and anticipated support of executive's needs.

Experience

• Proven experience as an Executive Assistant or in a similar administrative role is preferred.
• Proficiency in calendar management, phone systems, and office software applications is essential.
• Familiarity with document management tools such as DocuSign is a plus.
• Strong proofreading skills with an eye for detail are required.
• Experience in front desk operations or customer service is advantageous.
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.

Join our team as an Executive Assistant where you will play a vital role in supporting our leadership and enhancing our operational efficiency!

Job Types: Full-time, Part-time, Contract, Temporary

Pay: $26.99 - $35.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Executive Assistant: 2-5 years (Required)

Shift availability:

• Day Shift (Required)

Work Location: Remote