The individual in this role must understand business priorities, demonstrate the ability to proactively anticipate needs, and drive improvements to build capacity for the management team. A high level of integrity and discretion in handling confidential information as well as professionalism in dealing with individuals inside and outside of the company is critical. The successful candidate will possess the ability to complete complex tasks quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the whole picture. The ideal candidate must be able to work in a team environment and build effective working relationships inside and outside the organization.
This position reports directly to the company's CEO and supervises an administrative assistant.
Candidate Characteristics
Exceptional attention to detail
Experienced planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility, composure, and a good sense of humor
Ability to prioritize and handle multiple assignments at any given time
Highly motivated, organized individual able to work effectively with minimal supervision
Strong analytical and research skills with a demonstrated ability to improve processes to maximize efficiency
Strong communication and customer service skills
Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position requires poise, tact, and diplomacy.
Must be able to interact and communicate with individuals at all levels of the organization
Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
Must be able to work in a fast-paced environment with demonstrated ability to prioritize the work and juggle multiple competing tasks and demands.
Must possess and demonstrate critical thinking skills as well as excellent organizational skills
Ability to write reports and professional business correspondence as well as create effective and professional presentations
Job Responsibilities
Provide direct administrative support to the CEO and Management Team
Ensure proactive handling of the day-to-day activities which may include confidential information such as compensation data, employment actions, and project plans
Manage calendars and schedule appointments
Make travel and accommodation arrangements as needed
Track and help drive completion of key deliverables and follow up on outstanding items
Act as a liaison for direct reports
Act as the point of contact among employees, customers, vendors, and other external partners
Participate in and take minutes during meetings
Communication
Screen and direct phone calls and distribute correspondence
Manage information flow in a timely and accurate manner
Format information for internal and external communication
Assist in preparation of various reports and presentations for internal meetings, client meetings, and any other meeting/activity
Document writing, editing, and readiness
Manage email for members of executive team
Other
Work closely with the Leadership Team, Managers, and Administrative Assistant to provide support to the organization
Organize, execute, and assist with team activities (staff meeting agendas, all-hands meetings, off-site meetings, and team social events)
Maintain accountability to performance standards and core values
Work with HR when needed to address performance and discipline issues
Special projects as assigned (IT support, staffing changes, etc.)
Minimum Qualifications • Due to ITAR compliance, applicants must be US Citizens • Ability to pass a drug-screen and background check • High School diploma or equivalent • 2+ years administrative experience • Proficient in Microsoft Office
Additional Preferred Qualifications • 2 or 4-year degree • Work experience as an Executive Assistant, Personal Assistant, or similar role