The Executive Assistant is an exempt, full-time, in-office position and serves as a key member of The Company’s administrative support team. The Executive Assistant will be responsible for helping the company function with efficiency, organization, and purpose. The ideal candidate has strong organization and prioritization skills, is solution-focused and works well with team members both in-person and virtually. The incumbent will demonstrate meticulous attention to detail and will be adept at anticipating needs.
Essential Functions/Duties/Tasks:
The Executive Assistant will perform a wide range of executive support activities and assistance to the President & CEO. This individual will have strong written and verbal communications and will be expected to handle tasks of a confidential nature with discretion. The role includes proactively anticipating the CEO's needs and maximizing the CEO's time by preparing them thoroughly for meetings with key stakeholders. This individual will also be responsible for assisting team members with the production of company-sponsored events, tradeshows, conferences, international economic development missions, etc.
Responsibilities include, but are not limited to:
- Assisting with daily scheduling duties including managing calendar and scheduling appointments, internal/external meetings, and conference calls
- Prepare the CEO for meetings by organizing pre-read materials and ensuring all necessary information is readily available.
- Coordinating domestic and international travel itineraries, flights, hotel accommodation, rental car, and other travel needs
- Coordinating logistics and preparing meeting materials for Board of Director’s meetings
- Supporting other Senior Management staff on other projects as needed
- Drafting and editing correspondence, communications, presentations and other documents
- Completing monthly expense reconciliation for the executive’s corporate credit card and out of pocket expenses
- Support office management by ensuring smooth daily operations and coordination within the office.
- Working with team members to execute events from concept to completion, ensuring they operate smoothly and efficiently
- Assisting staff participation in company-sponsored events, trainings, conferences, tradeshows, Board meetings, etc., to include managing registrations and travel arrangements for international delegations
- Assisting with contract-related negotiations for venues, catering, supplies, equipment, etc., and serving as a liaison to vendors
Required knowledge, skills, and abilities:
- Ability to communicate effectively with vendors and office staff
- Demonstrated ability to work under pressure, handle multiple projects simultaneously and autonomously, and keep tasks/projects on track
- Be trustworthy, reliable, have strong work ethic, and ability to keep strict confidentiality
- Excellent organizational skills and meticulous attention to detail
- Superb interpersonal skills and strong team player
- Excellent logistical skills
- Event planning skills
- Knowledge of administrative and clerical procedures
- Understanding of project management and the skills needed to forecast and plan ahead
- Customer service oriented
- Be able to use common business machines (copiers, scanners, etc.)
- Have a strong working knowledge of Microsoft Office Suite and Adobe Acrobat
- Holds a valid U.S. driver’s license, and a clean background check
- Must have access to reliable transportation
Preferred experience:
- 7+ years of relevant experience in any combination as administrative assistant, executive assistant, and/or office manager
- Experience in coordinating both large and small-scale events.
- Proven experience providing support to Boards, including preparing materials, taking minutes, and managing board logistics.
- Demonstrated experience in complex calendar management, including coordinating across multiple time zones.
- Experience in coordinating international travel, including visas, passports, and other travel documentation.
Description of physical demands and work environment:
- Position may require moderate lifting of supplies and materials from time-to-time
- The working environment is a general office environment with a moderate noise level
Compensation- Salary range of $85,000-$95,000, commensurate with experience
- Outstanding benefits: Medical, dental, vision, disability, life insurance, 401(k) plan, PTO, and holidays
The Company believes that diversity, equity, and inclusion are critical to our success. We seek to recruit, develop, and retain the most talented people from a diverse candidate pool.
The Company is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), national origin, age, ancestry, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. Applicants of diverse backgrounds are encouraged to apply.
We welcome you to apply today!
