Executive Assistant

Are you EPIC?
Do you have the ability to demonstrate, understand, and apply HFD’s core purpose and
values in all that you do? At HFD, our core purpose is to help the underserved live healthier. In order to accomplish this mission, we must ensure that our team is aligned with our E.P.I.C. values:

• Excellence: Always exceeding expectations!
• Passionate: Executing with boldness!
• Innovative: Pioneering a better way!
• Collaborative: Together, we win!

The EPICExecutive Assistantwe are looking for is located in the office and will perform a variety of administrative tasks and support our company’s senior-level managers and office. Executive Assistant’s responsibilities include managing calendars, travel arrangements, meeting arrangements and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills, and be able to act without guidance. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.

Responsibilities

• Act as the point of contact among executives, employees, clients, and other external partners
• Handle and manage information flow, requests, feedback, and queries quickly and professionally.
• Manage executives’ calendars and set up meetings, provide reminders as needed, and maintain a master corporate calendar of all conferences, all-hands events, holidays, and executive meetings.
• Format information for internal and external professional-quality communication – memos, emails, presentations, and reports
• Arrange executive travel, hotel, and dining arrangements as needed
• Take minutes during meetings & accurately enter notes, and distribute
• Plan, Facilitate and coordinate with key stakeholders all quarterly offsites
• Monitor office and kitchen supply levels; reorder when appropriate
• Screen and direct phone calls and distribute correspondence
• Develop and carry out an efficient documentation and filing system for electronic records
• Delegate tasks as appropriate to other members of the team

Requirements

• Minimum 2 years experience as an Executive Administrative Assistant, Senior Executive Assistant, or in another admin position
• Full knowledge of office management systems and procedures
• Basic bookkeeping and math skills
• Proficiency in English
• Exemplary planning and time management skills
• Ability to stay calm and on-task in high-stress situations
• Current in today's office technology and computer software, including MS Office
• Ability to multitask and prioritize daily workload
• High-level verbal and written communication skills
• Discretion with personal and confidential information
• HubSpot Experience Desired
• PA diploma or certification is a plus