Executive Assistant

Job Description

Executive Assistant

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Charlotte, North Carolina

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Jones Networking is partnering with an association management company in Charlotte, NC that is looking to add a highly organized, detail-oriented, and proactive Administrative Specialist to the team. The Executive Assistant will provide administrative, operational, and event coordination support to a busy executive team. This position is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in keeping projects organized and running smoothly.

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The Executive Assistant will work closely with the President and team members to coordinate sponsor relationships, maintain detailed Excel tracking systems, assist with meetings and events, and ensure administrative tasks are completed accurately and on time.

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Executive Assistant Responsibilities:

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Executive & Administrative Support:

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- Provide daily administrative support to the President and team, including calendar management, meeting coordination, and follow-up activities.

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- Prepare meeting materials, take detailed notes, and distribute professional meeting minutes.

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- Maintain organized electronic files, client records, contact lists, and administrative documentation.

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- Monitor deadlines, track outstanding assignments, and communicate updates to team members.

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- Anticipate administrative needs and assist with coordinating day-to-day office operations.

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Sponsor Coordination & Relationship Management:

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- Serve as a professional point of contact for sponsors regarding event details, registrations, deadlines, invoices, and sponsorship benefits.

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- Maintain comprehensive Excel spreadsheets tracking sponsor commitments, payments, contacts, registrations, and outstanding items.

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- Collect and organize sponsor materials, including logos, guest information, and registration details.

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- Follow up with sponsors to ensure deadlines are met and all required information is received.

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- Prepare sponsor status reports and communicate issues requiring additional attention.

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Excel Tracking & Reporting:

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- Create, update, and maintain detailed Excel spreadsheets for sponsorships, events, meetings, contacts, and operational projects.

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- Track deadlines, outstanding items, and project progress to ensure accurate reporting.

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- Review and reconcile information, identify discrepancies, and follow up on missing data.

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- Prepare administrative reports, lists, and summaries for internal use.

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Event Coordination & Database Support:

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- Assist with planning and coordinating meetings, conferences, and special events.

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- Collect and organize speaker biographies, headshots, sponsor materials, and event registrations.

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- Support event preparation, including registration materials, name badges, packing lists, and onsite logistics.

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- Enter and update information in internal databases and registration systems.

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- Attend local meetings and events to provide administrative and logistical support as needed.

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- Coordinate with internal team members to resolve registration or database-related issues.

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General Office Support:

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- Assist with daily office operations and provide administrative backup to team members.

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- Maintain office and meeting supplies and coordinate replenishment.

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- Support special projects and additional administrative assignments as needed.

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Executive Assistant Qualifications:

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- Advanced proficiency in Microsoft Excel, including formulas, sorting, filtering, data tracking, and reconciliation.

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- Proficiency in Microsoft Office 365, including Outlook, Word, Teams, and SharePoint.

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- Exceptional organizational skills with strong attention to detail and accuracy.

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- Excellent written and verbal communication skills.

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- Ability to manage multiple assignments, prioritize deadlines, and adapt quickly to changing needs.

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- Strong problem-solving skills and the ability to work independently while collaborating with a team.

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- Professional demeanor and ability to communicate effectively with clients, sponsors, and internal stakeholders.

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- Ability to occasionally local travel to client meetings, conferences, and events as needed

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- Previous experience in an administrative support, executive support, office coordination, or client service role is preferred

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- Experience supporting conferences, corporate events, sponsorships, or registration activities is preferred, but not required.

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- Background working with associations, nonprofit organizations, or professional service firms would be advantageous, but not required

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- Familiarity with database management systems or association management software would be advantageous, but not required.

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Executive Assistant Salary & Benefits:

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- Salary is commensurate on experience

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- Health, Dental & Vision Insurance

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- ST & LT Disability

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- Life Insurance Policy

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- Excellent PTO

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- Hybrid Working Schedule