Department: Administration
Reports To: CEO
Pay Range: Based on Experience
Summary:
The ideal candidate will be responsible for managing schedules, setting up meetings, and providing administrative support to ensure the
smooth operation of our executives' daily activities. Additionally, the Executive Assistant will be tasked with taking detailed notes during
meetings and accurately capturing action items and follow-up tasks.
Essential Duties/Responsibilities:
- Manage executives’ calendars, including scheduling meetings, appointments, and conference calls.
- Coordinate and schedule both internal and external meetings, ensuring availability of all participants and necessary resources.
- Prepare meeting agendas and necessary materials, distribute agendas in advance, and follow up on action items after meetings.
- Attend meetings with executives and take comprehensive notes, documenting discussions, decisions, and action items.
- Organize and maintain electronic and physical files, ensuring easy access to important documents and information.
- Handle confidential information with discretion and professionalism.
- Assist with travel arrangements, including booking flights, hotels, and transportation as needed.
- Act as a liaison between executives and internal/external stakeholders, managing communications and responding to inquiries on behalf of the executives when necessary.
- Perform general administrative tasks such as drafting correspondence, preparing reports, and conducting research as needed.
- Other duties as assigned.
Knowledge, Skills, Abilities:
- Bachelor’s degree preferred.
- Proven experience as an executive assistant or similar role
- Exceptional organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines.
- Strong communication skills, both written and verbal, with the ability to interact professionally with individuals at all levels.
- Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- High level of attention to detail and accuracy, particularly in note-taking and document preparation.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Strong problem-solving skills and the ability to adapt to changing priorities in a fast-paced environment.
- Professional demeanor and positive attitude, with a commitment to providing high-quality support to executives and the broader team.
Physical Requirements:
Position includes professional presentations, walking, standing, lifting to 50lbs and working in a production setting.
The essential functions and qualifications detailed in this description are not all inclusive. Employees may be assigned additional responsibilities based on the needs of the organization.