Executive Assistant

Administrative Assistant

Within the spirit of "Making People's Dreams Come True", this position is responsible for a range of administrative tasks, including scheduling meetings and appointments, managing calendars, formatting information for internal and external communication, data gathering and analysis, report generation, overseeing daily office functions such as ordering supplies and sorting mail, and providing administrative support to the Accounting Leadership team. These duties are accomplished while delivering Raving Fans customer service to both internal and external customers.

Full Time, On Site Position Benefits for full time eligible positions: Medical (HSA/FSA), Dental, and Vision | 401K and/or ROTH | PTO & Paid Holidays | Basic Life & AD&D | The Villages Charter School eligibility | and much more!

Responsibilities:

• Manage and coordinate key administrative tasks.
• Maintain confidentiality with sensitive and/or proprietary information.
• Maintain Leadership team schedules.
• Compose and generate complex and confidential correspondence, reports, and presentations.
• Assemble and distribute reports for internal and external customers; manage information flow in an accurate and timely manner; ensure deadlines are met.
• Plan, manage, distribute, and track various meeting agendas, meeting minutes, and action items.
• Use company standard software to independently research, create, develop, and generate data analysis, status or other reports, presentations, spreadsheets, and correspondence.
• Design and generate correspondences, memos, charts, tables, graphs, reports, data and statistical analysis, business plans, etc.
• Plan and coordinate multiple presentations, disseminate information, and organize events.
• Support and/or represent the team by attending meetings and recording detailed notes for distribution.
• Prepare and perform bank reconciliations and prepare wire instructions.
• Receive phone calls and distribute messages and exercise judgment in independently handling requests as appropriate.
• Act as point of contact to welcome guests and customers by greeting them in person or on the telephone and answering or directing inquiries.
• Sort, open, and distribute incoming emails, mail, or other team correspondence.
• Organize, copy, file, and maintain inventory of office supplies.
• All other duties assigned.

Education & Experience Requirements:

• Associate's degree (A.A.) or equivalent from a two (2) year college or technical school; or one (1) to three (3) years of related experience and/or training; or equivalent combination of education and experience.
• Proven experience as an executive assistant or other relevant level support.
• Superb planning, organization, and time management skills.
• Ability to multitask, work independently, think proactively, and prioritize.
• Proficient in Microsoft Office software including Word, Excel, and Outlook.
• Proficient in Microsoft Office applications, including Visio and PowerPoint.
• Strong written and verbal communication skills.
• Ability to work on confidential matters is required.
• Experience with report writing/analytics tools such as Tableau and Microsoft Power BI, a plus.