The Executive Assistant is responsible for many aspects of administration from assisting with monitoring and drafting communications, planning and organizing meetings and travel for company executives to helping coordinate various company internal and external events. The individual in this role takes minutes at meetings, manages calendars, and works with various departments to get the job done.

Essential Functions:

Manage executives’ calendars and coordinate meetings

Format information for internal and external communication – memos, emails, presentations, reports

Take minutes during meetings

Complete a broad variety of administrative tasks including; assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements and complete expense and mileage reports

Maintain and comprehensive and accurate records

Organize meetings, including scheduling, sending reminders and organizing catering when necessary

Coordinate internal and external events

Ensure meeting rooms and virtual meetings are set up as planned prior to meeting, ensure IT/Equipment fit meeting requirements, assisting with start of meeting includes turning on equipment, starting zoom/conference call connection, ensuring participants in attendance

Arrange for signatures, notaries, vendor background checks as necessary

Maintain distribution lists

Create and maintain organizational charts

Order office supplies/equipment for organization where needed

Other duties as assigned by the executive team

REQUIRED EDUCATION, LICENSURE, AND EXPERIENCE:

Must be 21 years of age

The position requires a minimum of 5 years of administrative support experience including at least 3 years of experience supporting Executive level staff or related experience with a four-year college degree

Strong ability to execute work and have excellent follow-through skills and time management

Proficiency with Google Suite (or MS Office and have ability to learn Google Suite)

Must have above average verbal and written communication skills and know-how to prepare professional emails, presentations and reports

Exceptional organizational skills and high level of attention to detail

Role requires someone with extreme professionalism for dealing with diverse groups of people

Ability to understand importance of prioritizing is critical to success in this role

Job requires the ability to complete a high volume of tasks and projects with limited guidance at times

Position requires the ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround

Able to maintain a high level of integrity and discretion in handling confidential information

Excellent judgment is essential

Ability to switch gears at a moment’s notice and multi-task

An appropriate sense of humor always welcome

Some travel (15-20%) – mainly day trips

Other administrative duties as assigned

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