Executive Assistant – Dayshift and Nightshift

Duties/Responsibilities

We’re excited to have you join us! Here are some (but certainly not all) of the responsibilities for this position:

• Keep executives organized with meeting materials and immediate priorities. Prioritize calendars according to their preference and availability
• Manage a heavy calendar for multiple executives packed with meetings, calls, events, and personal obligations. You should enjoy putting together the puzzle pieces of a rigorous and flexible schedule and coordinating the details through to completion.
• Outstanding organizational and time management skills. Ability to function well in a high-paced, ambiguous environment.
• Manage responsibilities with an appropriate level of confidentiality and discretion in relation to both work and personal projects of the executives.
• Book international travel with complex itineraries and obtain visas/passports.
• Prepare expense reports
• Represent the company and the team in a positive light through friendly, timely follow-through and sound judgment.
• Organize special projects (i.e. work anniversaries tracking)
• Ability to maintain strong business relationship by initiating activities and gifts for the clients.
• Assist with PPT presentation preparation, document/email preparation, informational slack channel communication postings, and obtaining electronic signature approvals using DocuSign.
• Organize agendas, prepare materials, and administer all recurring team meetings, client meetings, trainings, conferences, employee morale events and employee get together events
• Strong ability to pivot direction when circumstances necessitate change and outside the office.
• Provide assistance to the accounting team on tracking and driving completion of key deliverables and follow-ups on outstanding issues
• Provide other team members with administrative assistance as needed with miscellaneous projects.
• Required knowledge, skills and experience supporting executives in a fast-paced environment.
• Ability to interpret vision and assertively work towards objectives with minimal supervision/direction
• Managing relationships with team members, clients, and external partners.
• Managing a heavy flow of daily emails, phone calls, meetings and correspond to each accordingly
• Compose thoughtful and meaningful short correspondence designed to advance business and personal communications, never holding people off or dismissing them.
• You must have exceptional judgment and ability to represent others at the highest level
• Ability to learn quickly and adapt to a growing and changing environment.