Executive Assistant

Overview  The Executive Assistant will be responsible for delivering a high standard of administrative support to the company executive including all aspects of administrative support. The Executive Assistant must have the ability to anticipate and resolve conflicts as they arise and prioritize issues. This position requires excellent interpersonal and relationship-building skills and must use a solutions-oriented approach to support and address the business needs of the office, including supporting other team members and business partners as required.
Duties and Responsibilities
The statements on this job description are intended to describe the general nature and level of work being performed by incumbents. They are not an exhaustive list of all responsibilities, duties, and skills required by all incumbents. Incumbents may perform other duties as assigned.
May be responsible for any of the following areas of responsibility in support of our clients requirements:
Manage, maintain, and organize the calendars and meetings, coordinate travel and meeting logistics, and handle all telephone communications.
Must be able to handle executive matters and discussions confidentially
Handle office and facility issues as required for the safety and health of the office staff and improvements to the office, including oversee facility improvement.
Work in partnership with Leadership to build and foster a positive company and office culture.
Lead administrative efforts to gather and review reports/data that allows the executive to make critical, informed decisions.
Maintain appointments for select executives
Ensure, in the executive s absence, that requests for action and information are handled in a timely and professional manner.
Receive and entertain VIP prospects, guests, and visitors
Administrative
Perform administrative functions such as preparing internal and external correspondence, preparing presentations
Organization and preparation of all business and office correspondence
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests
Maintain follow-up; organize files so information is readily available; prepare file directories
Serve as needed as a backup at reception desk
Handle logistics and prepare materials for conference calls and meetings/events
Maintenance of office equipment, such as computer system, copier, faxes and printers
Monitoring supply and equipment stock, determine needs, and place orders for necessary items.
Processing and routing of all mail and other deliveries
Organization and maintenance of all office records
Coordination of company-related events including meetings, product shows, company events, etc.
Human Resources, Payroll and Finance
Organize and maintain vendor and financial files, including bank statements. Make check deposits as needed.
Human Resources support responsibilities including assisting with maintain personnel files, benefits support, and payroll reporting.
Function as backup for internal payroll & finance preparation.
Quality and Compliance Support
Must be an advocator of quality to support and improve the business processes.
Work closely with management to ensure Quality KPIs are achieved and maintained for continuous business and customer service improvements.
Establish and maintain the Quality Management System Manual to ensure accurate information.
Perform other special duties as requested by the Executive Team.
Marketing Support
Serve in a support role for all Sales and Marketing initiatives/projects in business development and proposal preparation.
Maintain follow-up on client contacts; prospective client inquiries.
Handle responses to correspondence and publication requests.
Participate in preparation of all proposals for prospective clients.
Ensure proposals are completed and submitted in a timely manner.
Support coordination of event planning.

Education and Experience
Associate degree or higher or work experience equivalent
Must have at least 2+ years of experience as an Executive Administrative Assistant supporting C-Level Executives or senior level administrative experience
Must have a minimum of 5 years or more…