Schedule and organize extensive internal and external meetings, conference/video calls, and appointments; manage, prioritize, and maintain a busy and dynamic calendar of meetings and events.
Prepare documents, spreadsheets, slide presentations, agendas, reports, special projects, and other documents in support of objectives for the organization.
Plan, execute, and monitor key projects. Collaborate with cross-functional teams to ensure project success.
Manage the daily, weekly, monthly calendar, customer contacts and workflow of the C-Suite executives. Make travel arrangements, as needed.
Handle sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the company. Organize and maintain confidential data and information with the utmost integrity.
Maintain constant communication with executives to ensure they are prepared, organized and ready for all meetings and events. This includes reviewing and organizing correspondence relating to business and personal matters.
Prepare invoices, reports, memos, letters, financial statements and other documents, as needed.
Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Mentor and guide other administrative assistants on administrative processes, procedures and best practices.
Required Skills:
Ability to work fast and accurately under pressure, always maintaining professional disposition.
Impeccable organizational and time management skills with the ability to adapt when needed and juggle multiple priorities effectively.
High proficiency in Microsoft Office Suite including PowerPoint, Word, Excel, Outlook, and Teams.
A proactive and solution-oriented mindset, anticipating needs and taking initiative.
High level of interpersonal skills and professionalism to be able to interact with all levels of executives, both internally and externally, as well as Board members.
Ability to perform administrative duties using independent judgment and personal initiative and resourcefulness.
Strong project management skills.
Excellent communication skills (both verbal and written).
High level of integrity and the ability to maintain confidentiality with sensitive information.
Excellent phone and customer service skills.
Required Experience:
High School diploma or GED.
Minimum of 8 years supporting C-Suite Executives
Preferred Experience:
Associate's degree in office management or related field.