Full Job Description
The Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Owners, organizes and coordinates executive outreach and external relations efforts, supports the of HR with administrative tasks and oversees special projects. The Administrative Executive Assistant must enjoy working within a small, entrepreneurial environment that is results-driven and community oriented.
Complete a broad variety of administrative tasks for the Owners/Head of HR including:
Manage an extremely active calendar of appointments
Manage the Company calendar and schedule of events
Complete expense reports
Manage company communications that come directly from Owners
Compose and prepare confidential correspondence.
Arrange complex and detailed travel plans, itineraries, and documents
Coordinate in-house meetings, including conference room set-up, beverages/food, etc.
Attend staff meetings and ability to take detailed notes as needed
Research and compile materials needed for important meetings, calls and projects
Receive calls, take messages and route correspondence
Greet and manage visitors
Develop and carry out an efficient documentation and filing system
Sort and distribute mail - organize, screen, respond or field to appropriate person/department
Handle requests and queries appropriately
Produce reports, presentations and briefs
Follow-up - basically, the “who,” “what,” “where,” “when” of outstanding items or issues.
Knowledge, Skills and Abilities:
Ability to maintain confidentiality and discretion.
Demonstrated foresight to anticipate what is to be done and how it should be done.
Extreme attention to detail.
Superior organizational skills and follow-up skills.
Exemplary ability to manage multiple projects simultaneously and prioritize. Ability to be flexible/multi-task based on workflow demands.
Ability to exercise good judgment in a variety of situations.
Time management skills, adheres to deadlines and meets key deliverables.
Excellent verbal and written communication skills.
Ability to develop constructive and cooperative working relationships with others at all levels.
Ability to work in a fast paced, ambiguous environment.
Excellent knowledge of MS Office.
Highly resourceful team player, with the ability to also be extremely effective independently.
Education and Experience
Education and Experience:
Associate degree, preferred
1-2 years of proven administrative assistant experience.
Thrives in a fast paced, fluid, entrepreneurial environment.
Job Type: Full-time