Executive Administrative Assistant

*MUST BE A US CITIZEN

SUMMARY: 

The Executive Administrative Assistant provides high-level administrative support to the President and executive leadership team while ensuring the smooth operation of the office. This role includes coordinating executive schedules and competing priority projects, facilitating written and verbal communication on behalf of the executive team, and managing day-to-day office functions. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities and meeting deadlines.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Executive Support:

  • Serve as the primary point of contact for the President and Vice President of Programs and Operations, managing calendars, appointments, agendas/itineraries, correspondence, company meetings, special projects, conference room schedules, meeting/event logistics
  • Serve as secondary contact for VP Sales, Controller, Director of Operations, Director of HR with requested tasks, projects, planning.
    Coordinate travel arrangements, including flights, accommodations, and itineraries, for executives and managers
  • Coordinate with other departments, vendors, or clients on behalf of the executive, ex: trade shows, building maintenance
    Create and edit documents, reports, and presentations for executive and company meetings
    Organize and attend meetings, taking notes and following up on action items
  • Assists with technology set up for meetings and presentations
  • Budget management related to expense tracking, reimbursements, financial reports
  • Assists with or leading special projects, ensuring deadlines and goals are met
  • Assists with preparing materials for board meetings or other high-level events
    Maintains strict confidentiality with sensitive information.

Office Management

  • Oversee day-to-day office operations to maintain an organized and efficient work environment.
  • Greet and assist visitors, customers, and vendors, ensuring a professional and welcoming experience in accordance with security/compliance guidelines
    Assist in sorting and filing receiving documents and other administrative paperwork
    Order, distribute, and maintain office supplies, business cards, swag
  • Ensure the organization and maintenance of office files, both physical and digital
    Manage office vendor relationships, including office equipment servicing, janitorial services and supply procurement
    Coordinate emergency preparedness procedures, including maintaining visitor and employee accountability in case of evacuations
  • Support HR/Talent Acquisition with scheduling interviews, coordinating onboarding, and assisting with new hire onboarding
  • Perform data entry in HR and ERP systems and ensure proper organization of associated file structures on the company network

Additional Responsibilities:

  • May address minor issues or escalating significant concerns to appropriate parties
  •  May serve as backup for processing payroll and/or benefits administration

SUPERVISORY RESPONSIBILITIES:

This position has no direct supervisory responsibilities; however, direction is provided in the spirit of organizing and prioritizing the tasks required to complete projects on time and within budget.

EDUCATION and/or EXPERIENCE:

  • High school diploma or GED; associate or bachelor’s degree preferred
  • 5+ years of experience as an executive assistant supporting a team of executives                                                  

SKILLS and ABILITIES:

  • Exceptional organizational, attention to detail and time management skills
  • Excellent verbal and written communication skills
  • Ability to manage multiple priorities, meet deadlines, solve problems
  • Strong proficiency in MS Office (Word, Excel, PowerPoint, and Outlook)
  • Professional demeanor and ability to handle sensitive information with discretion

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee frequently is required to stand and use hands to finger, handle, or feel.  The employee is occasionally required to walk and reach with hands and arms.  The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus.

SALARY RANGE:  $64,000-$80,000

BENEFITS:

Medical, Dental, Vision, Life and Disability benefits starting your first day of employment. 120 hours PTO and 8 Paid Holidays. Eligible to participate in the company’s 401(k) plan after 90 days of employment.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

This position will be posted from 3/6/2025-4/6-2025, or until a qualified candidate is hired.

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