Executive Administrative Assistant

POSITION TITLE: Executive Administrative Assistant

REPORTS TO: COO

POSITION SUMMARY: Perform high level administrative tasks to provide assistance to the executive team. Provide high level office activities to include receiving visitors, arranging conference calls, scheduling meetings, handling information requests, and preparing correspondence.

RESPONSIBILITIES:

ESSENTIAL:

● Answer multi-line telephone system and transfer them to theappropriate individuals or departments.

● Receive, screen, and effectively interact with visitors/vendors.

● Arrange and coordinate travel schedules, prepare itineraries, and arrange amenities as needed for the Executive Team.

● Attend and prepare meeting minutes for the Executive Team.

● Receive and/or prepare expedited carrier packages and handle delivery to the appropriate personnel.

● Perform miscellaneous clerical duties such as answering correspondence, notarizing documents, and typing memos.

● Issue company vehicles to authorized employees and provide company vehicle reports as requested.

● Retrieve documents from file room upon request.

● Perform data entry of various reports and spreadsheets as needed.

● Scan materials or copy documents when necessary.

● Provide support and assistance to the Executive Team.

● Coordinate project-based work and/or assistance

NON ESSENTIAL:

● Assist with runner duties as assigned.

● Other job duties as assigned.

JOB REQUIREMENTS:

REQUIRED:

● Valid Driver’s license

● Open availability (may work outside of the normal office hours and weekends)

● Knowledge of Microsoft products (Outlook, Excel, and Word), general office equipment ie. phone, computer, Internet, printer, copier, fax, etc.

PREFERRED:

● Bilingual -English/Spanish

SKILLS:

● Ability to effectively communicate with employees, customers, and vendors.

● Ability to handle multiple tasks and work in a fast-paced environment.

● Ability to handle multiple incoming and outgoing email, phone calls and foot traffic.

● Ability to maintain confidentiality.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 – 45 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person