Executive Assistant - Remote | Wfh

The role of an Executive Assistant is essential to the smooth functioning of our organization's day-to-day operations. We are seeking an individual who can provide professional administrative and functional support in a variety of areas, handle and respond to inquiries related to the office, manage executive schedules, client meetings, draft general correspondence, and act as a project manager for special projects at the request of the Executive.
As our Executive Assistant, you will play a crucial role in maintaining good relations with partners, colleagues, and other organizational contacts made in the normal course of conducting our operations. You will act independently and with limited supervision to ensure the department's smooth functioning.
Primary Job Responsibilities
Manage the day-to-day administrative affairs of the Executive’s office, schedule all appointments and other commitments, and provide the Executive with background information and supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conferences, interviews, etc.
Maintain an efficient flow of information between all levels of the Executive's internal and external contacts on a wide spectrum of the organization's plans and priorities.
Screen incoming calls to the Executive, determine the nature of the call, and respond to callers directly based on the Executive’s preferences, office functions, policy, priorities, availability, etc.
Process all incoming correspondence received in the office, prioritize and determine its disposition, and draft responses for the Executive's signature based on knowledge of his/her activities, interests, priorities, issues, etc.
Review, proofread, and format all correspondence prepared for the Executive's signature to ensure accuracy and completeness, etc., as well as consistency with organizational policy.
Make and review all travel arrangements, prepare the itinerary, confirm lodging and transportation, and process travel reconciliation.
Schedule, organize, and coordinate activities, including meetings, meeting rooms, lunches, and refreshments.
Provide excellent customer service to internal and external customers by answering the Executive’s phone calls and taking detailed messages as needed.
Record and transcribe minutes of meetings and prepare materials or copies for discussions and/or meetings.
Maintain knowledge of the company's organization, overall policies, clients, and operations.
Handle confidential and non-routine information and organize and maintain confidential files and records.
Greet Executive visitors and clients and assure their level of comfort.
Act as a project manager for special projects at the request of the Executive.
Regularly work independently on special and ongoing projects.
Job Qualifications
Perform other duties as needed or required.
Required
Associates Degree preferred
5+ years of related experience, including executive assistance experience.
Ability to exercise independent judgment within generally defined practices and policies in selecting methods and techniques for obtaining solicitations to meet the above responsibilities.
Professional demeanor.
Excellent communication skills, both written and oral.
Sound judgment in maintaining the confidentiality of information.
Ability to interact and communicate with individuals at all levels of the organization.
Ability to stay organized with multiple interruptions.
Ability to work calmly under pressure.
High competency level with various PC applications (Microsoft Outlook, Word, Excel, and PowerPoint).
Attends additional training as requested/deemed necessary.
We welcome all applicants who have the necessary qualifications and experience to excel in this role. As an equal opportunity employer, we value diversity and are committed to creating an inclusive environment for all employees. If you are an enthusiastic team player with a positive attitude and a passion for excellence, we encourage you to apply today.