Executive Assistant

We are seeking an Executive Assistant to join our team! You will provide high-level administrative support for an Executive at our company.

• Arrange and maintain the executive schedule
• Independently manage and schedule, programs and projects
• Arrange and schedule meetings as appropriate and prepares meeting minutes
• Maintains confidential reports and records as required
• Opens, sorts, processes, and distributes incoming correspondence, check requests, and invoices as appropriate
• Accepts and screens incoming phone calls for the executive as appropriate
• Manages logistics of large-scale meetings and events, including invitation lists, RSVPs, seating charts, and caterers
• Assist in executing large-scale events, including marketing materials, promotional items, communications, and coordination with event sites
• Attend and record conference call meeting minutes; prepare minutes for executive meetings
• Directs and assigns work to other offices' clerical personnel; serves as a resource regarding applicable rules, regulations, and policies and procedures; serves as a backup for other departments' clerical positions
• Coordinate complex domestic and international travel arrangements
• Prepare confidential correspondence, including letters, agendas, spreadsheets, and forms
• Prepare office and conference room for meetings
• Prepare and organize presentations
• Order supplies and maintain inventory
• Occasional travel will be required
• Assist in interviewing and hiring personnel

• Previous experience as an executive secretary, administrative assistant, executive assistant, or in other related fields.
• Excellent social, speaking, and writing skills
• Project coordination experience and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors
• Ability to be discreet and maintain confidentiality
• Computer skills including, Microsoft Word, Excel, and Powerpoint
• Google/Google Sheets
• Travel planning and arrangements
• Ability to travel on short-term assignments; must have TSA pre-check