Executive Assistant

Job Description

Job Description

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Job Summary:
The Executive Administrative Assistant provides high-level administrative support to the Executive Team, ensuring seamless coordination of schedules, projects, and meetings. This role facilitates executive communications, oversees project follow-ups, and ensures that key business objectives remain on track. The position requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.

Essential Duties and Responsibilities:

Executive Support:

• Serve as the primary administrative support for Executive Team members.
• Maintain and manage executive calendars, scheduling meetings, appointments, and events in advance.
• Anticipate scheduling conflicts and proactively resolve them.
• Handle confidential information with discretion and professionalism.
• Coordinate travel arrangements for Executives. 

Meeting Coordination & Follow-Up:

• Prepare agendas for Executive Team  and departmental meetings, ensuring alignment with company goals.
• Attend meetings, take detailed notes, and track action items.
• Connect with the Executive team members on follow-up action items. 
• Follow up on projects initiated by executives to ensure effective communication and timely completion.
• Distribute meeting minutes and track follow-up responsibilities.
• Ensure department managers prepare and adhere to meeting agendas, focusing on KPIs, training activities, and process improvements.

Specific Meetings to be scheduled and managed:

·         Executive Team Weekly Tactical and Strategic Meetings

·         Executive Team Monthly Offsite : One full day

·         Quarterly Two-Day Offsite : Coordinated with Sandy Reed, based on the review of the previous

·         quarterly meetings and approved action items

·         Monthly Manager Meetings : Connect with the CEO's Executieve assistant to help create the executive team member agenda and create  three department KPIs and any associated action items for continuous improvement. Additionally, review the status of each of the five pending projects, identifying accomplishments, next steps, and proposed completion timelines

Project & Document Management:

• Assist with project management tasks, including tracking timelines and deliverables.
• Prepare reports, presentations, memos, and correspondence as needed.
• Compile and analyze data for presentations and executive decision-making.
• File and retrieve corporate documents, reports, and records.

Executive-Level Communication:

• Act as a liaison between the CEO's executive assistant and Executive Team and internal/external stakeholders.
• Analyze incoming communications (emails, reports, memos) and determine appropriate responses.
• Represent executives in meetings when necessary.
• Coordinate cross-departmental communications to align strategies and objectives.

Administrative & Office Management:

• Order office supplies and maintain administrative records.
• Manage database systems and filing processes to ensure efficiency.
• Provide clerical support 

Qualifications:

• Education: High School diploma required; Associate’s degree preferred.
• Experience: Minimum of 3-5 years in an executive support role or related field.
• Skills: Excellent written and verbal communication, organizational, and problem-solving skills.
• Technical Proficiency: Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with AccountMate, Salesforce, or other CRM systems is a plus.
• Confidentiality: Ability to handle sensitive business information with discretion.
• Flexibility: Ability to manage shifting priorities and adapt to fast-paced environments.

Work Environment & Physical Demands:

• Typical office environment with moderate noise levels.
• Frequent use of computers, phones, and standard office equipment.
• Occasional lifting of up to 25 lbs.
• Requires sitting, standing, and walking for extended periods.