Executive Assistant

Since 1980, SMIL has evolved as a premier imaging group in the southwest. In 2016 SMIL won the Southwest Alliance for Excellence award for customer and employee satisfaction, sound management, innovation and results. SMIL was again recognized with the prestigious Advisory Board Company's 2017 Workplace of the Year Award, and in 2019 SMIL was named a World Class Employer by Birdeye Surveys, Inc.

Employee engagement is folded into everything we do at SMIL. We are dedicated to the growth of our employees including cross training and leadership career opportunities. Simply put, our culture is what sets us apart from the rest.

We offer competitive pay, career opportunities and benefits that include; medical, HSA employer contribution, dental, vision, paid time off, paid holidays, 401K and profit sharing, tuition and continuing education reimbursement, paid life insurance, long term disability as well as voluntary short term disability.

We look forward to you joining our amazing team!

Position Summary

The Executive Assistant will provide administrative support to the organization's Executive Team to further the goals of the organization. This role requires a strong initiative to work independently while exercising professionalism, discretion and independent judgment when acting on behalf of the organization.

Detailed Responsibilities

• Participate in project management duties with executives which will include gathering data and tracking project initiatives within our organization's strategic or action plans and monitor the progress of projects that affect the objectives and goals of the organization.
• Provide support with calendaring, meeting coordination and preparation, and correspondence, both written and verbal, with internal and external customers.
• Organize internal and external meetings and events including scheduling, notification of all attendees, catering, creation and distribution of meeting materials, and taking minutes as requested.
• Coordinate the preparation and distribution of company related documents and information in a timely manner.
• Format special reports and presentations for meetings using displays and graphics.

• Coordinate, create, and publish weekly communications in collaboration with Executive team and maintain email group distributions.

• Maintain and organize contracts within our document management system including summarizing contract terms and monitoring key deadlines. Manage the distribution of contracts for execution.
• Manage contract negotiation for administrative vendor services and review invoices for accuracy and approval.
• Handle incoming Subpoena and Small Claims requests, distribute to correct department and follow up on deadlines to produce records.
• Design and create surveys as requested and manage responses.

• Arrange organization memberships, conferences and travel for Executives and staff as needed.

• Perform Notary services when needed.
• Handle all certified mail and manage the tracking system.
• Coordinate and maintain conference rooms for meetings or events.
• Ability to have a flexible work schedule including occasional evening and weekend work when necessary.
• Performs other job-related duties as assigned or requested.

Education and Experience

• Bachelor's degree in business administration or management is preferred or equivalent of minimum 5 years as successful Executive level support
• Contract and paralegal experience is preferred but not required

Physical Requirements

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel, reach with hands and arms and talk or hear. The employee is frequently required to sit and occasionally required to stand and walk. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus.