We are seeking a highly organized, proactive Executive Assistant for administrative support to the company COO. The ideal candidate has a business acumen, is well organized and skillful in prioritizing tasks, juggling daily schedules and follow up on business projects in a stable, growing company environment. This role requires a confident assistant, comfortable asking for clarification who is able to work independently.
Essential Duties & Responsibilities
Executive Support: Manage active appointment calendar, schedule meetings, and prepare for appointments, conferences, and presentations. Perform general administrative duties such as: reports, file maintenance, organizing, photocopying, scanning, and follow up on outstanding items as needed. Correct inefficiencies as this relates to administrative tasks and responsibilities.
Confidentiality: Must have prior experience that demonstrate the ability to handle sensitive information with the utmost confidentiality, ensuring trust and professionalism.
Communication Liaison: Act as a primary point of contact with internal/external stakeholders. Respond to emails, phone calls, requests and other communications.
Meetings and Events: Coordinate with attendees, select appropriate location, reservations, meals, prepare agenda, materials, etc. for individual business meetings and/or in house company events.
Project Management: Assist with special projects, including research, reporting, and deadline follow-up. Provide administrative support for initiatives, ensure timely completion and coordination of key tasks.
Travel Coordination: Organize and manage domestic travel arrangements, including flights, lodging, transportation, and itineraries; manage last-minute changes.
Document Management: Manage accurate document filing and storage for reports, presentations, and correspondence. Maintain organized digital filing systems.
SKILLS AND ABILITY
High level of professionalism and discretion.
Ability to anticipate best approaches and avoid disruptions.
Enthusiastic, positive work style with a sense of purpose and high standards for quality.
Friendly, professional work style with excellent written and verbal communication skills and ability to relate to the demands of a variety of situations and people. Ability to take direction, facilitate and remain calm under pressure.
Strong problem-solving skills and a proactive approach to tasks.
Prior experience must demonstrate solid organizational, technological, and analytical skills in an environment that requires accuracy and timeliness.
Exceptional organization and time management abilities; adjusting priorities based on workload or manager direction.
Ability to assume other projects, duties or projects as assigned.
Computer literate with strong knowledge of MS Office Suite, proficiency in Excel and Outlook. Familiarity with other business applications, systems and other computer tools.
Qualifications
5 +years of experience in senior level, executive administrative support position, preferably supporting C-suite executives requiring accountability for work product, out comes and high standards to be met.
Experience in financial services, real estate or related professional environment is required.
Must possess a wide range of general office, administrative skills that have been applied to similar positions.
Past experience that demonstrates ability to make last-minute decisions and changes maintaining composure and managing through tasks.
Demonstrate the ability to analyze and evaluate situations appropriately.
Writing, grammar and language skills must be strong including the ability to compose emails and respond to same.
Excellent computer, internet and technical skills: Outlook, Word, PowerPoint, Excel, office systems and software, office equipment.
College education, related courses and/or equivalent business and work experience.