Applied Resource Group is hiring an Executive Assistant that will provide comprehensive administrative support to the Chief Operating Officer (COO) and Regional Leadership. Reporting directly to the COO, the role includes providing personalized executive support while also serving as a key contact for other executives, the Executive Committee, and senior management. The Executive Assistant will also coordinate outreach initiatives, manage external relations, and oversee select projects. This role requires professionalism, confidentiality, and strong organizational skills.
Primary Responsibilities:
Handle confidential and sensitive information related to executive decision-making and global operations with a high level of discretion.
Oversee complex calendar management, scheduling, and coordination of professional and personal engagements for senior leaders, ensuring smooth information flow and addressing scheduling conflicts promptly.
Collaborate with internal and external teams to streamline workflows and ensure executive priorities and organizational objectives are met.
Serve as the primary point of contact between executives and stakeholders, drafting communications, overseeing follow-ups on tasks and projects, and ensuring timely correspondence.
Manage travel arrangements for executives, including transportation for visitors and clients, and process related expense reports.
Create and edit documents, presentations, and reports using Microsoft Office (Word, Excel, PowerPoint) to assist with the preparation of meeting materials and presentations.
Greet and assist visitors, maintain a clean and professional office environment, and ensure adherence to building security protocols.
Manage administrative tasks such as ordering office supplies, handling mail, and preparing meeting rooms.
Assist with special assignments including event coordination, team communications, and various administrative duties.
Support emergency response efforts as needed, participating in safety protocols.
Conduct research and prepare analysis to help executives prepare for meetings and make informed decisions.
Maintain and organize the executive's contacts and provide support outside of normal business hours as needed.
Provide general administrative support, including answering phones, managing messages, tracking projects, and offering support to other departments as required.
Qualifications:
Bachelor's degree is required.
At least 5 years of experience in a similar executive assistant role, working with C-level executives.
Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) is essential.
Strong verbal and written communication skills with the ability to interact professionally at all levels of the organization.
Demonstrates professionalism, confidentiality, and discretion when handling sensitive information.
A proactive approach to tasks, maintaining a high standard of work in a fast-paced environment.
Flexibility to work extended hours and manage shifting priorities.
Strong decision-making skills and the ability to prioritize effectively in a fast-paced setting.
A collaborative, team-oriented attitude with a focus on delivering top-tier service.
Ability to think creatively and respond quickly in urgent situations.
Strong organizational skills and ability to manage multiple projects simultaneously.
Eagerness to succeed in a dynamic, entrepreneurial work environment.