Responsibilities include:
- Managing the calendar of the Executive to balance the efficiency and accessibility of those within and outside the organization.
- Scheduling all internal meetings, business travel, conference calls, and client visits.
- Prioritizing conflicting needs of the managing Executive’s calendar in a proactive and effective manner to ensure timeliness, preparedness and follow-through
- Administrative duties that include timely preparation of expense reports, invoice payments, scanning and electronic filing of documents, track budgets, coordinate travel arrangements, prepare correspondence, reports, and agendas.
- Providing technological support on an on-going basis: use internet-based meeting programs to arrange calls/webcasts in conference rooms.
- Organizing meetings and documenting minutes
- Proven project management skills such as getting status reports, escalating issues, etc.
- Proofreading
- Anticipating material and technology resources needed for meetings
- Reading, prioritizing, and debriefing the Executive about all incoming mail, calls, emails, and writing required responses in consultation with the Executive
- Responding to internal and external contacts of the organization with professionalism and integrity
- Capable of being discreet and understanding the personnel, organizational and legal impacts of the information they handle
- Preparing conference room and staff for meetings
- Filing and organization of important documents
- Report preparation
- Working with the CFO providing bookkeeping and invoicing support
- Updating and maintaining lists
- Posting calendar updates on news sites
- Internet research
- Providing HR support
- Organizing Google drive and server documents for staff
- Managing Basecamp and Client Projects on online tools
- Keeping office organized
Skills and Knowledge Desired:
- A minimum of 3 years of related experience as an Executive Assistant
- Associates or Bachelor’s degree in Business, Finance, HR, Communications or Accounting preferred
- Former daycare providers with strong communication and professional skills are encouraged to apply as they have the skills to wrangle creative people
- Previous experience working in a similar position is highly desirable
- Must have excellent interpersonal, organizational, and administrative skills
- Ability to work independently and within a fast-paced team environment, emphasizing accuracy and timeliness.
- Diplomatic, tactful and discrete concerning confidential information with unquestionable integrity at all times.
- Comfortable speaking with a wide variety of colleagues, executive’s external contacts, advisors, financial professionals, and staff.
- Ability to prioritize responsibilities and perform well under pressure
- User of Microsoft office
- Ability to anticipate needs and proactively offer solutions
- Be proactive, reliable, responsible and accurate with great attention to detail
- Demonstrate professional interaction with clients and consultants
- Be able and willing to work in a hard-working, fast-paced environment
- Be self-motivated and pro-active with a positive and professional approach
Physical Requirements
- Ability to use computers daily in an interactive manner for extended periods of time and up to 8 hours per day
- Ability to sit for an extended period of time
- Ability to stand for extended periods of time and up to 6 hours at a time
- Ability to listen and speak on the telephone and write simultaneously
- Ability to frequently and accurately communicate with employees, customers, and vendors in person, via the telephone or by email
- Ability to operate telephone system and computer keyboard and printer
- Ability to lift and move up to 20 pounds on an occasional basis
DETAILS
HOURS: 8:30 a.m. - 2:30 or 3:00 p.m. You may be asked to stay late on occasion.
EARLIEST START DATE: April 1, 2018
PARKING is provided at our location just 6 blocks west of the Capitol and we are on the bus route and near the bike path.
BENEFITS: We offer a competitive benefit package to full-time employees.
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