Executive Assistant

Description: 

The Executive Assistant performs various administrative duties and provides support to designated executives. Primary duties include managing complex schedules, overseeing companywide communication, creating and maintaining accurate records, and preparing reports and other written documents. 

Job Responsibilities:

General clerical duties 

• Act as primary point of contact for external stakeholders and represent the executive in their absence. 

• Respond to and resolve administrative inquiries and questions. 

• Prioritize, filter, and handle communications, confidential information, and correspondence. 

• Draft and edit executive correspondence and prepare presentations. 

• Retrieve information as requested from records, emails, minutes, and other related documents; prepare written reports or summaries of data when needed.  

• Maintain filing systems as assigned. 

Department meeting oversight 

• Make decisions on behalf of the executive regarding appointments, meeting arrangements and sensitive data with minimal oversight. 

• Proactively manage the executive’s calendar, including scheduling meetings, coordinating travel arrangements, and anticipating potential conflicts. 

• Prepare agendas and schedules for meetings.  

• Record and distribute minutes or other records for meetings. 

Office management 

• Maintain office supplies and coordinate maintenance of office equipment. 

• Review weekly timecards where applicable and submit to payroll in accordance with designated processes. 

• Oversee and manage executive budgets, including expense reports and reimbursements. 

Customer interaction 

• Answer and transfer phone calls, screening when necessary. 

• Welcome and direct customers, staff, and visitors. 

• Oversee the coordination of office parties and awards to ensure continuation of a strong culture. 

• Other Duties as assigned. 

Knowledge, Skills, and Abilities: 

• Dependable and punctual, able to excel with minimal supervision. 

• Excellent communication skills as well as strong interpersonal and relationship skills.  

• Highly organized and detail oriented. 

• Ability to draft, revise, and edit letters.  

• Filing and record keeping skills. 

• Ability to work towards and reach deadlines. 

• Strong computer proficiency with a working knowledge of Microsoft Office products.  

Education and Certificates: 

• High School Graduate or GED. 

• Associates degree preferred. 

Physical Requirements: 

• Sedentary work, requiring lifting up to 10lbs. 

• Repetitive motion associated with operating a computer and other office equipment. 

• Inside, climate-controlled working conditions.