Executive Assistant

Job Title:                              Executive Assistant

Function/Group/Job:     Administration / Administrative Support / Executive Assistant

Reports To:                         CEO

Summary of Position

The Executive Assistant will work directly with the CEO and C-level executives.  This position will be responsible for performing several administrative duties, including, but not limited to, filing, scheduling, data entry, generating reports, creating reports/graphs/charts, answering the phone, preparing and editing documents, managing calendars, etc.  The Executive Assistant must be highly self-motivated, professional, capable of managing a diverse workload, and prioritizing tasks in a fast-paced corporate environment.

Essential Duties and Responsibilities

• Preparing reports, memos, invoices letters, and other corporate documents. 
• Maintain the highest level of confidentiality. 
• Answer the phone, route calls to the correct person, and/or take messages.
• Basic data entry tasks.
• Filing and retrieving corporate records, documents, and reports.
• Research and collect appropriate data to prepare documents and/or presentations to the board of directors, committees, executives, and others.
• Assist in setting up and coordinating meetings, both virtual and in-person, for different purposes.
• When necessary, accurately record and maintain minutes from meetings.
• Greeting visitors and directing traffic in such a manner as to avoid disruptions to executives’ time. 
• Using various software programs and applications, including word processing, spreadsheets, databases, CRM, ERP, and presentation software.
• Reading and analyzing incoming memos, submissions, and distributing them as needed.
• Assisting with making travel arrangements for executives, to include flight and hotel.
• Assist in preparing expense reports for executives to submit for reimbursement. 
• Performing office duties that include ordering supplies and managing the workspace.
• Experience as a virtual assistant.
• Opening, sorting and distributing incoming faxes, emails, and other correspondence.
• Other duties as assigned.

Competency and Skills Required

• Proven experience as an executive assistant or other relevant administrative support experience.
• In-depth understanding of the entire MS Office suite.
• Highly organized with the ability to prioritize daily workload, in a fluctuating environment.
• Ability to produce high quality outcomes, in a professional executive setting.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Professional level verbal and written communications skills.

Education and Experience Required

• Associate Degree in Business or related field required, Bachelor’s Degree preferred. 
• Minimum of 4+ years of experience as an Executive Assistant reporting directly to senior management.
• Working knowledge of the Microsoft Office Suite or other comparable applications.

Personnel Supervisory Responsibilities

None

Work Environment

This job operates in a professional office environment.

Employee Signature:

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Manager / Supervisor Signature:

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