Industrial Design is seeking a dynamic and energetic Executive Assistant to help plan and manage the day-to-day activities in support. Strong work ethic. Excellent customer service skills. Ability to manage multiple responsibilities at once.
Job Summary:
The Executive Assistant will be attached to the hip of the Principal of Industrial Design; while scheduling appointments, memorializing meeting notes, disseminating important tasks to others, responding to emails, updating task lists, assisting with professional errands, be charged with confidential matters and generally work to assist the executive staff with both routine and one-offs tasks. Primarily, this position requires an extremely elevated level of energy, impeccable time management and organizational skills, professional loyalty, and the highest level of confidentiality. You are naturally proactive, timely, responsive, flexible, accountable and approachable.
Responsibilities:
- Provides high-level administrative support and assistance to the principal.
- Ensuring the overall operations and effectiveness of the principal by acting as the first point of contact and functions as a “gatekeeper” to the principal.
- Handle sensitive information and personal information with the utmost confidentiality and professionalism, safeguards from disclosure.
- Prioritizing conflicting needs, handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures.
- Monitor, screen, respond to, and distribute incoming communications.
- Researching, prioritizing, and following up on incoming issues and concerns addressed to the principal, including those of a sensitive or confidential nature. Determining appropriate course of action, referral, or response.
- Maintain client relationships; provide support to business development efforts.
- Coordinate complex scheduling and calendar management
- Coordinate calendar management via Outlook, requiring interaction with both internal and external executives, as well as other business associates to ensure optimal time management. Sets reminders and assists with the various needs for each activity, including retrieval of proper historical references.
- Manage professional and personal scheduling for the principal, including agendas, mail, email, phone calls, client management, and other company logistics
- Coordinates and arranges meetings, prepares agendas and meeting information, reserves and prepares facilities, records and transcribes minutes of meetings and files appropriately.
- Receives incoming communication or memos on behalf of the principal, review contents, determines importance, and summarizes and/or distributes contents.
- Schedule and attend meetings on behalf of the principal
- Receives incoming communication or memos on behalf of the principal, review contents, determines importance, and summarizes and/or distributes contents to the principal.
- Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for the principal
- Manage collection and preparation of Company All-Hands slides; ensure information is proofed and presentation ready on a timely basis
- Maintain professionalism and strict confidentiality with all information and materials
- Planning, coordinating, and managing the principal schedule and travel plans.
- Act as a liaison between the principal and internal/external stakeholders, managing communications and ensuring timely follow-ups.
- Maintain accurate records of stockholder information and ensure compliance with legal requirements.
- Performs office tasks including maintaining records.
- Managing a variety of special projects for the principal.
- Performs additional duties as assigned by the principal.
Qualifications
- Excellent written and verbal communication skills
- Strong sense of urgency in driving important matters
- Proactively manage scheduling conflicts and offer solutions to issues vs. asking questions
- Self-directed; anticipate areas where help will be needed and jump in to increase time efficiency without having to be asked
- Outstanding time-management and people skills and an ability to independently organize and coordinate multiple concurrent projects
- Proficiency with office productivity tools and an aptitude for learning new software and systems
- Flexible team player, willing to adapt to changes and unafraid of challenges
- Ability to maintain confidentiality of information related to the company and its employees
- 3+ years of experience in an administrative role reporting directly to upper management
- 2+ years of experience in office management
- Associate’s degree or higher in business administration or another related field (preferred)
- Ability to quickly understand and adapt to Executive preferences and proactively problem-solve when any issues arise
- Ability to travel on occasion
Industrial Design offers full benefits including Health/Dental/Vision insurance (single and family), PTO, Paid Holidays and 401k.
Affirmative Action/EEO statement – Industrial Design recruits, hires, employs, trains, promotes, and compensates individuals based on job-related qualifications and abilities. Industrial Design is an equal opportunity employer and values diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or any other status protected by law.
Applicants please note: This position requires US work authorization, and we are not looking for out of country/outsourced support or remote workers of any kind. This opening is for local candidates residing in the metro phoenix area or those willing to self-relocate to this area only. All positions listed are full time in office roles with no opportunity for hybrid or work from home accommodations. If you are looking to work remote, please do not apply.
All Staffing Agencies please take note:
Industrial Design LLC will not accept unsolicited resumes or applications from any person/source other than directly from an individual candidate. All unsolicited resumes or applications provided to Industrial Design LLC by any method (Postal mail, Email Fax or Text), including directly to Industrial design by courier or personal delivery will be considered as property of Industrial Design LLC. Industrial Design will never pay a fee or commission for any hiring resulting from the receipt of an unsolicited resume or application. Any submission of an unsolicited resume or application which has delivered to Industrial Design which originates from an agency will be considered to have been referred by the agency free of any charges, fees or commissions. All agencies must obtain written approval from Industrial Design’s Principal, in advance, prior to submission any resumes or applications. Submissions then will only be permitted in conjunction with a fully executed service contract in place between the agency and Industrial Design LLC; service contracts will be specific to exact job openings only. Industrial Design LLC will not pay a fee or commission to any agency or agent that does not have a valid service agreement in place prior to communications related to the open position and potential candidate for that position. Agency agreements must be signed by the Principal member of Industrial Design LLC to be valid, no other Industrial Design LLC employee, representative or member is authorized to bind Industrial Design LLC to any agreements or contracts, written or verbal, regarding the placement of employment candidates by any agency or agent; these aforementioned conditions included any full time, part time, contract, temp to hire and staff augmentation position within Industrial Design LLC.
