Executive Assistant

POSITION TITLE:Executive Assistant

POSITION REPORTS TO: President/COO

Position Summary:

The Executive Assistant is responsible to provide high-level administrative support to the President & CEO of The Empire Group of Companies. This position will coordinate scheduling, facilitate report preparation, handle information requests and perform general office responsibilities.

Key Results Areas

Provide administrative support to the President & CEO as directed to ensure that company objectives are accomplished, and operations run efficiently

Plan and orchestrate work to ensure the senior executives’ priorities are met, and best practices are upheld

Manage corporate communication and serve as the primary point of contact for external partners and employees on all matters pertaining to the President & CEO

Essential Functions/Responsibilities:

Provide administrative support to the President & CEO as directed to ensure that company objectives are accomplished, and operations run efficiently

-Manage professional and personal scheduling for CEO

-Work closely and effectively with the President & CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately

-Provide administrative and office support, such as emails, spreadsheet creation, ordering supplies, client management, maintenance of filing system, ESG credit card statement, cell phone management, vehicle access fobs and other company logistics

-Organize and coordinate efforts and special projects on behalf of the President & CEO

-Prepare agendas, reports, memos, letters and other documents including meeting attendance and associated minutes.

Plan and orchestrate office workflow to ensure the senior executives’ priorities are met, and best practices are upheld

-Provide support to the Chief Operation & Financial Officers, as requested

-Work collaboratively and with an attention to detail to support the executive team in ensuring team and customer satisfaction through a positive, efficient work environment

-Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion

-Proactively approach problems and offer creative solutions

-Maintain an active exchange with all matters HR

-Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business

Maintains the utmost measure of confidentiality due to access

Manage communication and serve as the primary point of contact for external partners and employees on all matters pertaining to the President & CEO

-Format information for internal and external communication – memos, emails, presentations, reports, etc.

-Organize team communications and plan events, both internally and offsite

-Hospitably greet customers and partners who visit the organization and provide information as requested

-Open, sort and distribute incoming correspondence, including faxes and email

-Answer incoming telephone calls/emails, determine purpose and respond appropriately

Non-Essential Functions

• Accomplishes all other tasks as assigned or requested.

Qualifications:

• Bachelor’s degree or equivalent experience
• Minimum 5 years of successful experience as an administrative/Executive Assistant in a professional office environment
• Demonstrated proficiency with technology including Mircosoft suite.
• Excellent communication skills, both written & verbal
• Strong interpersonal skills and the ability to work effectively with others.
• Demonstrated community involvement.
• Salary commensurate with experience.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Application Question(s):

• The ideal candidate will be able to work well in a fast-paced environment, ability to multitask and communicate well with others. Does this sound like you?
• Do you have any experience with HR or Recruiting?
• What is your salary range/requirement?

Education:

• Bachelor's (Preferred)

Experience:

• Administrative/Executive: 5 years (Preferred)
• Microsoft Outlook: 2 years (Preferred)

Work Location: In person