Executive Assistant to the CEO and Office Administrator
Executive Assistant to the CEO and Office Administrator
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Job Description
West Cary Group is a fullservice digital marketing and technology agency based in Richmond Virginia which services numerous midsized local and Fortune 500 clients across a vast array of industries. Hopefully you enjoy the frenetic dynamic and exciting environment of a fastgrowing firm because were looking for a dynamic Office Administrator.
Position Summary: The Executive Assistant to the CEO and Office Administrator plays a pivotal role in ensuring the smooth functioning of our agencys daytoday operations. This multifaceted position encompasses four main areas of responsibility: supporting our CEOs scheduling and administrative needs scheduling support for our Chief Client Officer (CCO) overseeing our IT provider and infrastructure and overall office management including facilities management and event planning.
Role Qualifications
- Must be a team player with initiative and organizational skills
- Must be able to work with a high degree of professionalism and discretion
- Must be able to analyze situations and exercise sound judgment in determining appropriate courses of action
- Must be able to multitask in a fastpaced environment while providing excellent customer service and project management skills
Position Responsibilities:
CEO and Senior Leadership team support:
- Act as the primary point of contact for scheduling and coordinating the CEOs calendar meetings and travel arrangements.
- Prioritize and organize appointments ensuring the CEOs time is optimized and aligned with strategic objectives.
- Provide as needed scheduling for the CCO primarily focused on meeting management with external clients
- Organize complex calendars and schedules to plan meetings involving multiple senior leaders resolving scheduling issues.
- Use discretion confidentiality and good judgement to handle all executive matters.
Act as a liaison between Operations and the rest of the agency for communication coordination organization and implementation.
Management of West Cary Group internal technology platforms including:
- Manage relationship with external IT provider to ensure the agencys internal technology needs are met including hardware software and network infrastructure.
- Implement and enforce IT policies and procedures to ensure data security and compliance.
- Coordinates with external IT provider and CFO to maintain staff administrative records for equipment phones and databases.
- Own update and manage content for the West Cary Group wiki.
Facilities Management
- Oversee the maintenance and upkeep of office facilities ensuring a safe and productive environment.
- Manage relationships with vendors contractors and service providers for facilityrelated needs.
- Manages the oversight of office supplies files storage systems and equipment.
- Coordinates and oversees maintenance for any needed requests and repairs.
Oversees event planning and implementation.
- Plan and coordinate internal and external events including team meetings client presentations and industry conferences.
- Manage event budgets logistics and vendor relationships to ensure successful .
- Collaborate with marketing and creative teams to create engaging event materials and presentations.
Other duties as assigned.
Essential Skills and Experience:
- High school diploma required a bachelors degree in business administration or relevant field is preferred.
- Proven experience 3 5years) as an administrative manager office assistant or relevant role. Experience supporting a founder/CEO preferred.
- Outstanding communication and interpersonal abilities
- Excellent organizational and leadership skills
- Familiarity with office management procedures and basic accounting principles
- Proven strategic mindset and demeanor and able to influence others to adapt to organizational changes.
- Strong knowledge of IT systems and infrastructure (from a customer perspective)
- Advanced knowledge of Outlook Excel Word and PowerPoint (Mac environment)
- Strong initiative and a team player
- Ability to follow through on multiple projects and tasks.
- Detailoriented and professional
Benefits
- Paid vacation sick leave and holidays
- Medical/Vision/Dental/ShortTerm Disability/LongTerm Disability
- Employer paid Life Insurance
- Flexible Spending Accounts: Health/Dependent Care
- 401(k) matching
- Cool people to work with!
West Cary Group LLC is committed to being an equal opportunity employer by fostering cultivating and preserving a culture of diversity equity and inclusion. Our fundamental belief is that diversity of thought is our most powerful asset. We celebrate our employees differences in age color disability ethnicity family or marital status gender identity or expression language national origin physical and mental ability political affiliation race religion sexual orientation socioeconomic status veteran status and other characteristics that make our employees unique.
Required Experience:
Chief
Employment Type
Full-Time
