Executive Assistant

Provide direct support to executives, managing calendars, scheduling, and setting up meetings (in-person and virtual). Take clear and concise meeting minutes when requested, ensuring timely distribution and follow-up on action items. Draft, proofread, and distribute professional documents, presentations, and reports. Handle confidential information and sensitive documentation with discretion. Create and manage the Executive Team's vacation calendar to ensure full visibility and avoid scheduling conflicts. Travel & Itinerary Management Manage detailed travel logistics, including flights, hotels, ground transportation, and itineraries for executives, employees, and customers. Coordinate personal travel arrangements for executives when needed. Handle conference registrations and accommodations. Meeting & Event Coordination Plan and execute corporate events, meetings, off‑site retreats, and conferences, including logistics, catering, and AV needs. Coordinate internal celebrations, recognition events, and team‑building activities across departments to promote a positive work culture and employee engagement. Track budgets for meetings and events, ensuring cost‑effectiveness and adherence to allocated funds. Project Support Act as a point of contact for executive projects, ensuring tasks and initiatives are progressing on schedule. Provide support to all team members and serve as a central resource. Expense Management Process and code expenses for executives. Manage personal expenses, event payments, and budgets. Phone Management Serve as the first point of contact for all incoming phone calls, directing inquiries to appropriate personnel or departments. Take accurate and detailed messages when necessary, ensuring prompt follow‑up. Ensure that common areas, including conference rooms, the kitchen, and shared office spaces, are maintained cleanly and professionally. Oversee building services and maintenance services provider. Supply Management Oversee the ordering, stocking, and maintaining of office supplies to ensure availability and proper inventory levels at all times. Manage supplier accounts. General Duties Provide executive support after‑hours when necessary. Coordinate and manage registration and accommodations for conferences and seminars. Perform other reception and administrative duties as required by management to ensure smooth and efficient office operations. #J-18808-Ljbffr Hines Furlong Line, inc.