EXECUTIVE ASSISTANT

We’re looking for an Executive Assistant to support the owners of multiple beauty salons and dental offices and are responsible for Legal, Compliance, Production, Accounting and Human Resources. This role will coordinate and manage owners’ scheduling, prepare and organize important legal and strategic materials and plans, and support executive meetings and the preparation of materials. This role serves as the eyes and ears for the owners, connecting organizations, projects, and critical business information to the owners, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver against the legal priorities of the business. The executive assistant will also be a point of contact for the executive team to get information and data needed to execute their daily tasks.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the owner’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Human Resources, Accounting team, and leaders that report to the Owner. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.

···|[ KEY QUALIFICATIONS ]|···
> Required 2-3 years in an executive assistant role
> Provide calendar management for meetings and video/conference calls and prioritize inquiries and requests while troubleshooting issues; make judgments and recommendations to ensure smooth day-to-day engagements.
> Excellent written and verbal communication, comfort in communicating effectively with vendors, senior executives and their teams.
> A forward-thinker who takes initiative, can successfully manage multiple requests and projects simultaneously, problem solving and constant drive for process improvement.
> Ability to thrive in a fast-paced, deadline driven environment while maintaining composure under pressure.
> Very organized, has an exceptional response rate and flexibility to be available outside of business hours on occasion.
> Calm, confident and professional during high stress situations; attention to detail, accuracy, and timeliness are required.
> Ability to exercise good judgement when exposed to highly confidential information.
> The ability to be a great teammate who can work in a collaborative environment with global teams in multiple time zones is critical.
> Efficient in Microsoft Office programs and other technology apps for streamlined communication amongst all management team members.
> Exhibits polite and professional communication via phone, e-mail, and mail.

···|[ DAILY TASKS ]|···
> Provides administrative support to ensure efficient operation of offices and businesses.
> Manage scheduling for owners.
> Draft, review and send communications on behalf of owners.
> Organize and prepare for meetings, including gathering documents and attending to logistics of meetings.
> Answer and respond to phone calls, communicate messages and information to the owner.
> Managing over 10 email inboxes for owner
> Provide a summary list of all emails received to owner and provide results of each task.
> Organize and Prioritize emails and respond when necessary.
> Disseminate emails to the correct department as needed.
> Maintain various records and documents for company executive(s)
> Coordinate communications between owners and the Human Resources, Payables, Store Managers, Operations Managers, and Bookkeeping teams.
> Gathering and data Entering statistics for executive evaluation and meetings to identify area of improvement and shortages.
> Be able to talk to all global vendors to obtain quotes and coordinate global logistics for delivery to stores.
> Ensure legal service or business contracts and go live dates are completed and on track.
> Help with marketing tasks.
> Supports team by performing tasks related to organization and strong communication.
> Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.