NEFCO is seeking an experienced Executive Assistant.
NEFCO Fire Investigations, established in 1993, is the nation's leading fire origin and cause company. Family-owned and operated, NEFCO boasts a stellar reputation within the insurance and legal industries. Our team of dedicated fire analysts, all of which are W2 company employees, provide top-tier origin and cause services across the 48 contiguous states.
Job Summary
We seek a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our VP of Operations. The ideal candidate will excel in managing schedules, coordinating meetings and travel arrangements, handling correspondence, and performing various administrative tasks to ensure the smooth operation of the executives' day-to-day activities. This role requires proven strong communication skills, and the ability to handle confidential information with professionalism.
Responsibilities
· Relieve VP of Operations of administrative functions in order to increase the time the VP has available for executive level responsibilities.
· Develop and implement effective operating procedures and systems (including related calendars) for the department of operations, including routinely auditing general policies and procedures and providing recommendations to the VP for improvement.
· Calendar Management: Oversee and manage the VP of Operations calendar, including scheduling meetings, appointments, and conference calls.
· Travel Coordination: Arrange and manage all travel logistics, including booking flights, hotels, and transportation, and preparing detailed itineraries for VP and other staff and new hire recruits.
· Communication Management: Prepare routine and advanced correspondence including emails and memoranda. Screen, prioritize, and manage emails and other correspondence, directing them to the appropriate parties as needed.
· Document Preparation: Prepare and edit documents, presentations, emails, and reports for review and distribution by the VP of Operations.
· Project Assistance: Assist with special projects and initiatives as assigned by the VP or management staff.
· Confidentiality: Maintain confidential information with the utmost discretion and professionalism.
· Event Coordination: Coordinate logistics for meetings and events, including venue selection, catering, and audiovisual equipment setup.
· Liaison Role: Serve as a liaison between the operations team and internal/external stakeholders.
· Meeting Support: Attend critical meetings with the VP of Operations reporting back key information to relevant parties and managing all follow-ups and action items.
· Track deadlines and collection of materials necessary to assist with the timely filing of continuing education requirements and licensing of investigation staff.
Education/Training/Experience
- A minimum of 5 years office experience.
- Experience working at Executive Assistant level with senior management necessary.
- High level of computer literacy; must be proficient with Microsoft Office
- Must have home office or ability to set up a home office environment free from distractions.
- Ability to organize, communicate and perform effectively in a team approach and independently.
- Must possess excellent organizational skills with the ability to prioritize tasks.
- Ability to communicate effectively and professionally with all levels of the organization and external clients.
- Flexibility to adapt to changing priorities and deadlines.
- Ability to travel occasionally to meetings and training events (3 – 4 times annually for intervals of 1 day to 4 days maximum each time)
This is a Full Time Remote position, however with occasional travel.
Must be located within convenient driving distance to the Providence, RI or Boston, MA areas for occasional in-person meetings with VP.
Candidate must successfully pass a criminal background check.
Benefits:
- Dental insurance
- Health insurance
- Flexible spending account
- Health savings account
- Life insurance
- Paid time off
- Retirement plan with company match
Job Type: Full-time
Pay: From $62,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Executive administrative support: 5 years (Required)
Location:
- Providence, RI (Required)
Willingness to travel:
Work Location: Remote
