Executive Support Specialist

Responsibilities

• The primary function of the Executive Support Specialist is to provide high level, professional and confidential administrative support to senior leadership including sales, marketing, and technology.
• The ideal candidate will be experienced in handling a wide range of administrative and operational support-related tasks and will be able to work independently with little or no supervision.
• Maintain calendar for CEO/COO: travel arrangements, conference call scheduling and set-up, planning and coordinating meetings with management, vendors, etc.
• Assist in coordinating our Leadership team and COO to reflect procedures of the system of record.
• Participate in the effort to define, document, and refine processes, procedures and workflows for business operations based on company best-practices.
• Cross functionally works with internal teams to identify process gaps, measures impact, and solution-oriented around challenges.
• Deliver and build SOPs to improve processes and procedures.
• Support escalations from our leadership team and be the lead to resolve business unit questions and escalations.
• Leverage technology to enable process efficiency, data analysis, and process capability.
• Perform other duties as assigned.
• Prepare and distribute agendas and meeting minutes, prepare correspondence, maintain address, and contact lists, ensure filing systems are organized and up to date, maintain corporate information as directed, plan/assist with corporate events.
• Managing projects on behalf of the CEO to ensure the team is held accountable and KPIs are met.
• Assist and communicate with executives in decision-making, program management, and initiative implementation.
• Managing Project Trackers to give transparency to the Executive to cross collaborate and ensure there is no crossover.

• Minimum of two years of administrative experience
• Professional appearance and courteous demeanor with ability to always maintain confidentiality
• Clear, positive verbal and written communication skills
• Desire to provide prompt, friendly and quality-driven customer service to all levels of organization
• Ability to adapt to changing priorities in a high volume and extremely fast paced work environment
• Knowledge of administrative and clerical procedures, systems and terminology, file and records management, transcription, and general office management
• Computer literacy with proven ability to learn new software applications quickly.
• Proficiency in Microsoft Office Outlook, Word, Excel, and PowerPoint.
• Knowledge of Cloud Storages such as SharePoint.
• Must have a valid driver’s license and vehicle that can be used for errands or other tasks that need to be performed outside of the office.

Demonstrates expertise in providing high-level administrative support, managing executive calendars, and coordinating meetings while ensuring confidentiality and professionalism. Proficient in process improvement, project management, and leveraging technology for operational efficiency.