Job Description

Job Description

Job Description

Position Overview: We are seeking a dynamic, high-energy Executive Assistant to support our Division’s executive team. This role is central to the effective operation of our leadership team, offering both professional administrative support and assistance with company events, employee engagement activities, and special projects. This is an on-site position requiring daily in-office presence. The successful candidate will thrive in a fast-paced environment, demonstrate a strong sense of urgency, and exhibit an enthusiastic, proactive approach to all tasks.

Key Responsibilities:

• Executive Support: Schedule appointments, coordinate meetings, and arrange travel plans.
• Point of Contact: Serve as the primary contact for internal and external stakeholders, ensuring all communications are handled with professionalism and discretion.
• Event Coordination: Plan and coordinate company events, including sales meetings, the annual company picnic, holiday celebrations, and other employee engagement activities.
• Presentations and Reporting: Prepare presentation materials for various projects, initiatives, and board presentations as needed.
• Cross-Departmental Coordination: Facilitate collaboration and communication between the executive team and other departments.
• Administrative Duties: Perform general administrative tasks such as filing, expense tracking, and invoice processing, ensuring accuracy and attention to detail.
• Office and Building Management: Oversee office management responsibilities, coordinate with the management company, and arrange visitor schedules, hotel reservations, etc.
• Financial Reconciliation: Manage P-Card statements and expense reports.
• Vendor and Supplier Management: Coordinate with external vendors and suppliers and manage mailings as required.
• Light Housekeeping: Assist with maintaining a clean and organized office environment.

Qualifications:

• Education: High School Diploma required; a Bachelor’s degree is a plus.
• Experience: Minimum of 7 years of prior administrative experience, with experience in Office Management preferred.
• Technical Proficiency: Skilled in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Vendor Management: Proven experience managing outside vendors and building management coordination.

Skills & Competencies:

• Interpersonal Skills: Excellent customer orientation, problem-solving abilities, and a collaborative team spirit.
• Organizational Ability: Strong prioritization, organizational, and time-management skills, with a keen attention to detail.
• Adaptability: Comfortable managing multiple priorities, working in a fast-paced environment, and adjusting to shifting demands.
• Multi-Tasking Ability: Able to address immediate priorities while meeting deadlines for long-term projects and strategic initiatives.

Why Join Us?As a core member of our team, you’ll play a pivotal role in enhancing the productivity and success of our executive team. This position offers a unique opportunity to work closely with our leadership team while also fostering a positive and engaging workplace culture.

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