Executive Administrative Assistant

The Administrative Assistant plays a crucial role in supporting the efficient operation of an organization by providing administrative and clerical assistance to the CEO and senior management team. This position involves a range of tasks that contribute to the overall smooth functioning of the office. This position requires a high level of professionalism, organizational skills, and discretion. An Administrative Assistant plays a critical role in supporting the overall success of executives and contributes to the efficient functioning of the entire organization.

Key Responsibilities:

Calendar Management:

• Assist in organizing company events and conferences.
• Manage calendars, schedule appointments, and coordinate meetings.
• Manage and prioritize the executive's calendar to ensure optimal use of time.

Communication:

• Handle incoming calls, emails, and correspondence.
• Act as the primary point of contact between the CEO, senior management team, and internal/external stakeholders.
• Act as a point of contact between employees, clients, and internal/external partners.
• Draft and proofread correspondence, emails, and other communications, including memos and reports.
• Handle inquiries and provide information as needed.
• Coordinate and facilitate internal and external meetings.

Data Entry and Documentation:

• Prepare and edit documents, reports, and presentations as required.
• Maintain accurate and up-to-date records and files.
• Manage and organize documents, files, and records.
• Maintain confidentiality and handle sensitive information with discretion.
• Input and update information in databases, spreadsheets, and other systems.

Office Management:

• Manage office supplies, equipment, and coordinate maintenance as needed.
• Handle incoming and outgoing mail, emails, and phone calls.
• Maintain a well-organized and efficient office environment.

Travel Coordination:

• Prepare travel itineraries and ensure all necessary arrangements are in place including room accommodation when booking hotel rooms (King bed/Handicap room etc.)
• Arrange complex domestic and international travel, including flights, accommodations, and transportation alone or with the assistance of the travel agent.
• Anticipate any special needs/accommodations, food, allergies, food preferences (vegan, vegetarian, etc.)

Meeting Support:

• Ensure meeting rooms are set up and equipped with necessary technology.
• Coordinate and organize meetings, including preparing agendas, distributing materials, and taking meeting minutes.

Problem Solving:

• Propose and implement solutions to improve office processes.
• Identify and address administrative issues promptly.

Task Delegation:

• Delegate tasks to appropriate team members and follow up on completion.
• Assist in managing projects by coordinating tasks and deadlines.

Expense Management:

• Monitor and manage the executive's budget as needed.
• Track and reconcile expenses, process invoices, and prepare expense reports.

Office Coordination & Service:

• Ensure meeting rooms are set up and equipped with necessary technology.
• Coordinate with other departments and team members to facilitate communication and collaboration.
• Provides personal concierge services, beverage services for CEO and guests (coffee, water, etc. daily as needed) oversees and maintains CEO?s area stocked with necessary condiments and supplies (conference room and break room, etc.)

Work authorization/ Location:

United States (Required) on-site daily: 15955 S. Airport Road, Battle Creek, MI 49015

Schedule

Monday through Friday, first shift, 8am ? 5pm. Regular on-site attendance is required. (Minimal Overtime, Based on Approval)

Supervisory Responsibilities:

This position does not have any supervisory responsibilities.

Attendance:

Regularly scheduled attendance is required.

LEGAL NOTE:

WACO Aircraft is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity and/or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.