Executive Administrative Assistant

Job Description

Job Description

Description:

The Executive Administrative Assistant will provide high-level administrative support. The role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast paced environment.

Essential Duties/Responsibilities to be performed with or without accommodation

• Calendar Management: Coordinate and manage complex schedules including arranging meeting, appointments, and travel itineraries.
• Communication: Serve as the primary point of contact for internal and external stakeholders, screening and prioritizing communications, emails and phone calls.
• Information Management: Organize and maintain sensitive information, document, and files, ensuring confidentiality and accessibility.
• Meeting Coordination: Prepare agendas, take minutes and distribute materials for meetings ensuring seamless communication and follow-up on action items.
• Project Support: Assist in various projects, and initiatives, including research, data analysis, and presentation preparation to support strategic decision-making.
• Relationship Management: Build and maintain strong relationship with key stakeholders, both internally and externally, to facilitate effective collaboration and communication.
• Expense Management: Process and track expense reports, invoices and reimbursement in a timely and accurate manner.
• Office Operations: Handle administrative tasks such as ordering supplies, managing office equipment, and coordinating office events or functions.
• Travel Arrangements: Coordinate travel logistics, including flights, accommodation, transportation, ensuring smooth travel experiences for executives.
• Prioritization: Anticipate needs and proactively manage competing priorities, deadlines, and requests to optimize executive productivity.

Qualifications:

• Bachelor’s Degree in Business Administration, Management, or related field is preferred
• Proven experience as an executive assistant or similar role.
• Strong proficiency in Microsoft Office Suite and other relevant software applications
• Exceptional organizational and time management skills with acute attention to detail.
• Excellent communication and interpersonal abilities, with a high level of professionalism and discretion.
• Ability to work independently, prioritize tasks, and adapt to changing priorities in a dynamic environment.
• Discretion and confidentiality in handling sensitive information and confidential matters.

Work Environment and Physical Demands required to perform essential functions

• Moderate noise (business office with computers, phone, printers, light traffic)
• Ability to sit at a computer for an extended period of time
• Regularly required to sit, stand, talk, hear, and use hands and fingers to operate a computer keyboard and telephone
• Specific vision abilities include close vision requirements due to computer work
• Ability to lift up to 20lbs

MTC Holding Corporation is an equal opportunity employer