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Executive Assistant

Connect Staffing and Consulting

Executive Assistant

Las Vegas, NV
Full Time
Paid
  • Responsibilities

    POSITION SUMMARY:The position of Executive Assistant is responsible for providing administrative support to the President/COO (75%) and the owner (25%) of the company including, but not limited to receiving and distributing correspondence; gathering data and compiling various reports for management; conducting projects and assignments; photocopying and scanning materials; maintaining files; ordering supplies; and issuing correspondence.

    The position Executive Assistant requires, by nature of the position, involvement with high-level contacts and exposure to sensitive information necessitating use of the highest levels of tact, diplomacy, confidentiality, discretion, and judgment.

     

    ESSENTIAL FUNCTIONS & BASIC DUTIES: (This job specification may not include all the duties listed, nor do the examples cover all the duties that may be performed.)

    1. Conserve executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
    2. Work independently with little supervision.
    3. Maintain executive’s appointment schedule and calendar by planning and scheduling meetings, conferences, teleconferences, and agendas.
    4. Assist executive with e-mail management and correspondence.
    5. Manage executive’s contacts.
    6. Manage company’s daily, weekly and monthly checklists and related reports.
    7. Conduct operational audits and review compliance as requested.
    8. Manage and book travel arrangements.
    9. Welcome guests and clients by greeting them, in person or on the telephone, and answering or directing inquiries.
    10. Prepare reports by collecting and analyzing information.
    11. Represent the executive by attending meetings in the executive’s absence and speaking for the executive.
    12. Maintain client confidence and protect operations by keeping information confidential.
    13. Complete projects as assigned by the executive.
    14. Provide historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
    15. Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
    16. Manage conference rooms.
    17. Maintain company social media presence as requested.
    18. Ensure operation of office equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques.
    19. Act as liaison between company and third-party IT support company.
    20. Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
    21. Run errands, personal and business, as needed.
    22. Contribute to team effort by accomplishing related results as needed.

    COMMITMENT, KNOWLEDGE, SKILLS AND ABILITY:

    Commitment to honesty, transparency (when appropriate), integrity, respect, professionalism, responsibility, positivity, excellence, and kindness.

    Knowledge of construction operations and proficiency in Microsoft Office.Familiarity with printing, scanning, copying operation, note-taking, travel planning and organizational management.

    Skilled in excellent technical and interpersonal communication, clear and concise communication, time-management, analyzing information, reporting, organizational, planning, critical thinking, problem-solving, teamwork, adaptability, persuasiveness, attention to detail to ensure document accuracy and problem-solving.

    Ability to follow policies, procedures and regulations, to multi-task in order to meet tight deadlines, to work effectively individually as well as in a team environment, to problem-solve through integrity, sincerity and discretion, to be flexible and adaptable to new ideas, to be proactive and assertive, to be forthcoming with ideas and opinions with entire team, to uphold the highest level of confidentiality, to take responsibility/accountability, to prioritize and plan work activities using time efficiently, to identify required tasks, to manage multiple tasks at one time and to present a professional, clean, well-groomed appearance.

     

    EDUCATION AND WORK EXPERIENCE:

    High school diploma or equivalent is required. College degree preferred in related management or operations field. Bi-lingual fluency in Spanish preferred.

    Minimum of (4) years of related executive assistance experience required.

    Stable work history required

     

    CERTIFICATES AND LICENSES:

    Current driver’s license and vehicle.

    PHYSICAL/MENTAL DEMANDS:

    Physical Demands:The essential functions of the position may require frequent sitting, repetitive use of both hands, light grasping with dominant hand, finger dexterity in both hands, near/far visual acuity, depth perception, field of vision accommodation and color vision. Occasional walking, bending, lifting/carrying of 10lbs or less, light grasping with non-dominant hand, firm/strong grasping with both hands. Requires some standing, walking, reaching overhead.

    Mental Demands:The essential functions of the position require the ability to read and write both simple and complex material, perform simple math calculations, and the ability to perform simple and complex tasks, complete forms, perform clerical tasks, analyze, synthesize and compile information, supervise, instruct and influence others, work with precision, follow instructions, meet time requirements, memorization and problem-solving skills, and use of independent judgment.

     

    WORKING CONDITIONS:

    Work is performed inside an office environment with moderate lighting and temperature. Work is performed using computer equipment.Work may be performed alone, with others, around others, and with verbal and face-to-face contact.Work may include extended days.