Must Haves:
- Minimum 5+ years of Executive Leadership Administrative Assistance
- Customer Service Background
- Office Management
- Must have a High School Diploma, Degrees in Business preferred
- Customer Service Focus – Internal / External
- Must have EXCELLENT written and verbal skills.
- Must have and exude and extremely high level of task / project ownership
- Must be able to demonstrate excellent organizational & critical thinking skills
- Must have a high sense of urgency
- Must be able to demonstrate ability to effectively communicate at all levels
- Must be able to demonstrate strong attention to detail
- Must be socially skilled
- Must be able to demonstrate excellent task and time management skills
- Trustworthy with confidential information
- Must have excellent proficiency with the primary Microsoft Office Suite
- Remote Meeting Technology Experience (Zoom, Microsoft Teams, Skype, WebEx)
D2D/Responsibilities:
To assist driving the business forward by acting as the administrative assistant for one of the leadership teams.
Time & Calendar management is crucial – owning the leadership team’s schedules, protecting zone times, and preparing materials for meetings.
Another critical piece of this role is to act as a Follow Up Manager within the team. During business growth and strategy execution, there are a myriad of tasks that are required to be completed by the team. Consistent follow up of open tasks is proven to drive business growth.
Act as a meetings facilitator for designated meetings
- Send around Outlook invitations and manage attendee coordination
- Prepare agendas in consultation with leadership team
- Attend meetings and capture action items and follow-ups
- During meetings, compile meeting minutes, prepare task lists and circulate documents after the meetings
- Track completion of assigned action items
- Support onboarding logistics for new team members
- Assist with company events, meetings, and or off-site coordination
Administration of calendars
- Schedule meetings per request
- Resolve scheduling conflicts
- Coordinate across departments and time zones
- Protect executive focus time when appropriate
Project Assistance
- Assist leaders as needed
- Prepare Documents, Presentations and Spread sheets
- Support reporting and data organization
- Maintain organized digital filing systems
Expense Reports
- Assist leaders with expense reports, as requested
Team Assistance
- From time to time some of the team may need Administrative Assistance. This could be anything from creating binders for presentations to event or training coordination.
Travel Support
- Coordinate business travel arrangements such as flights, hotels, and itineraries
- Provide private travel support as requested
- Manage on-site visit logistics for customers or partners
Compliance, Security & Credential Tracking
- Track and manage employee badging requirements for various projects
- Oversee and track security clearance processes including applications, renewals, and record keeping
- Maintain confidentiality of sensitive records
