Overview:
Reporting directly to CEO. As an Executive Assistant who not only excels in office management but also possesses a proactive spirit and an innate understanding of the unique needs and nuances of our industry. As our Executive Assistant, you will be the linchpin connecting our executives with our team members and clients, ensuring a seamless flow of information.
As an Executive Assistant, your daily tasks will encompass a diverse range of responsibilities (80% Company Operations Support, 20% Personal and Family support), including but not limited to:
Responsabilities
- Serve as the link between our executives and our valued employees and clients, ensuring effective information exchange.
- Manage executives' diaries, orchestrating their daily schedules, including setting up meetings, travel arrangements, and speaking engagements.
- Responsible written communication and drafting meeting minutes.
- Provide guidance and oversight to other clerical and administrative staff, ensuring our team operates harmoniously.
- Step into the role of office manager, ensuring support in pending projects to the CEO and executive team.
- Polish and format information for both internal and external communication, including memos, emails, presentations, and reports.
- Be the gatekeeper for phone calls, skillfully screening and directing them, while also handling correspondence distribution.
- Screening calls and office walk-in visits directed to the President.
- Create and maintain an efficient digital/office filing system, ensuring information is organized and easily accessible.
- Board of Director Responsabilities
- Responsible for coordinating the calendar, dates, and venue for the BOD (Board of Directors) meetings.
- Responsible for circulating the BOD meeting agenda at least 10 days prior to the meetings.
- Responsible for all aspects of BOD meeting minutes and record-keeping, including amending minutes and documents as requested by the board and circulating minutes to the BOD prior to each meeting.
- Responsible for ensuring that BOD meetings have the necessary information, supplies, and B&F (Board and Financial) resources.
- Responsible for coordinating logistics for BOD meetings, including but not limited to parking and access to the facilities.
- Ensure that BOD members are included and properly invited to all company events related to Sales & Marketing.
Qualifications:
- Bachelors degree in office systems administration or related field.
- A proven track record in a similar role, demonstrating your expertise as an executive assistant.
- Proficiency in MS Office suite, with a keen command of the English language.
- Exceptional organizational and time management skills, ensuring nothing falls through the cracks.
- Awareness of the latest office technologies and applications, staying ahead of the curve.
- Familiarity with office management systems and procedures, allowing you to hit the ground running.
- Outstanding verbal and written communication skills, facilitating effective interactions.
- A commitment to discretion and confidentiality, recognizing the sensitive nature of our industry.
Our client is an Equal Opportunity employer. Applicants are considered without regard to race, color, religion, creed, national origin, age, sex, gender, marital status, sexual orientation and identity, genetic information, veteran status, citizenship, or any other factors prohibited by local, state, or federal law.
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