Executive Administrative Assistant

Job Description

Job Description

We are looking for a highly skilled and proactive Executive Assistant to provide comprehensive support to our COO.. This is an exciting opportunity to join a fast-paced environment where you’ll play a key role in ensuring our executives have the tools and support, they need to drive success.

Key Responsibilities:

As an Executive Administrative Assistant, you will be responsible for a range of tasks including:

• Calendar & Scheduling Management: Schedule and organize extensive internal and external meetings, conference/video calls, and appointments. Manage, prioritize, and maintain a busy and dynamic calendar of meetings and events.
• Document Preparation & Reporting: Prepare documents, invoices, spreadsheets, agendas, reports, special projects, and other materials in support of organizational objectives.
• Project Management: Plan, execute, and monitor key projects. Collaborate with cross-functional teams to ensure project success.
• Executive Workflow Management: Manage the daily, weekly, and monthly calendars, customer contacts, and workflow. 
• Travel: Make travel arrangements and travel as needed.
• Confidentiality & Discretion: Handle sensitive matters with the utmost confidentiality and discretion, particularly in decisions directly impacting company operations.
• Communication & Correspondence: Maintain constant communication with COO to ensure( they are prepared and organized for all meetings and events. Review and organize correspondence related to business and personal matters.
• Office Administration: Perform general office duties such as ordering supplies, maintaining records management systems, and assisting with other administrative tasks.

Required Skills & Qualifications:

• Organizational Excellence: Impeccable organizational and time management skills with the ability to juggle multiple priorities effectively.
• Proactive & Solution-Oriented: Ability to work fast and accurately under pressure, with a proactive mindset and a knack for anticipating needs.
• Microsoft Office Proficiency: High proficiency in Microsoft Office Suite, including PowerPoint, Word, Excel, Outlook, and Teams.
• Interpersonal Skills: Strong communication skills, both verbal and written, with the ability to interact professionally with executives, internal teams, external partners, and vendors.
• Independent Judgment: Ability to perform administrative duties using personal initiative and resourcefulness.
• Project Management: Strong skills in managing and executing projects.
• Integrity & Confidentiality: High level of integrity and the ability to maintain confidentiality with sensitive information.
• Customer Service: Excellent phone and customer service skills.

Experience Requirements:

• Education: Associates degree in relatable field 
• Experience: Minimum of 8 years supporting C-Suite executives or similar leadership roles in a fast-paced environment.

To Apply: Please submit your resume and cover letter outlining your experience and qualifications.