EXECUTIVE ASSISTANT/PERSONAL ASSISTANT

We are looking for an Executive Assistant/Personal Assistant to ensure the seamless operations in a fast-paced environment. The ideal candidate for this position is a self-starter who can work well in a fast-paced environment under minimal direction with a maximum results driven attitude.

Job summary
We are seeking an Executive Assistant (Office & Personal) who can assist the executive and administrative staff to help improve productivity. The Personal Assistant will be responsible for running business and personal errands for the executive and Administrative staff, maintaining ongoing business and personal files for the executive staff, working with the administrative team on meetings, appointments, travel arrangements, and various vendor communications. They will also be responsible for assisting with outgoing communications and execution items between vendors, administration and executive staff.
This position is an integral part of our company and finding the best fit for our team is critical. This position requires a highly motivated, responsibly organized team member who knows how to take initiative to get things done to assist the Owner and other team members in a fast-paced, stressful, and project-oriented environment.

Relationships
The position reports directly to the Executive Assistant to the President, and interacts with internal and external sources at the executive level on a regular basis.

Responsibilities
Responsibilities will include keeping the executive staff organized and on task at all times. This position requires self-initiative in getting tasks completed on schedule, scheduling and appointments reminders, completing personal activities for the executive staff, booking travel, as well as other administrative/personal duties as required. This person MUST be able to handle difficult people/situations and be able to adapt to the ever-changing projects and responsibilities.

Additional Responsibilities:
• Maintain all hard copy and digital records for ongoing executive projects
• Assist in creating reports, agendas, scheduling calendars and appointments for the executive staff
• Errands for business and executive staff personal related materials and items as needed
• Work with executive administrative team to create spreadsheets and reports for executive staff to ensure a seamless flow of executive staff day to day activities
• Prepare the conference room and office for in office presentations, guests, and day to day presentability

Qualifications and Requirements
Candidates must meet the following criteria
• Minimum of 5-10 years of previous Executive level experience reporting to COO/CEO or Senior Leaders.
• Impeccable written and oral communication skills
• Ability to establish priorities, problem-solve, multitask, and work within established procedures;
• Ability to pay close attention to detail and to ensure accuracy of reports and data
• Ability to make sound decisions using available information while maintaining confidentiality
• Ability to work successfully with staff, volunteers, and various business contacts in a professional and courteous manner; ability to negotiate with others and resolve conflicts, particularly in sensitive situations
• Must possess the ability to operate personal computer and associated software including MS office products
• Fast-moving and energetic, with a strong sense of urgency and the ability to remain calm and resourceful under pressure
• Exceptional organizational skills and a strong work ethic
• Valid driver’s license with clean driving record
• Strong sense of responsibility and ability to complete tasks on deadline with minimal supervision

Education
• Bachelor’s (Preferred)