Executive Administrative Assistant
Executive Administrative Assistant
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1 Vacancy
Job Description
Executive Administrative Assistant
Reports To: Chief Executive Officer (CEO)
Overview of Role and Value:
The Executive Administrative Assistant serves as the primary administrative and operational partner to the CEO providing comprehensive high-level support that goes beyond traditional executive assistance. This role is critical to the smooth functioning of the organization and demands exceptional organizational ability attention to detail and the capacity to act independently with sound judgment and discretion.
The Executive Administrative Assistant plays a strategic role by supporting executive-level decision-making overseeing operational processes managing key events and solving complex challenges. Their contributions directly impact organizational efficiency brand professionalism and community engagement core pillars of the companys success.
Key Responsibilities and Accomplishments:
Executive Support
- Manage the CEOs complex calendar including meetings appointments and business travel to maximize efficiency.
- Handle confidential documents and correspondence with utmost discretion and professionalism.
- Prepare detailed agendas and take accurate minutes to support effective meetings and follow-up.
Corporate Event Management
- Plan and coordinate company-wide events managing vendor relationships and budgets.
- Ensure smooth execution of events supporting company culture and enhancing internal engagement.
Office and Operational Management
- Oversee daily office functions including inventory control staff support and problem resolution.
- Streamline and reconcile monthly expense reports with precision.
- Draft and prepare professional correspondence presentations and reports.
- Monitor departmental performance identifying gaps or improvements to report directly to the CEO.
Community Management
- Serve as a liaison to homeowners addressing concerns with professionalism to maintain satisfaction.
- Support community standards by helping uphold visual appeal and operational quality.
Vendor & Project Management
- Identify negotiate and manage vendor relationships for both corporate and community needs.
- Ensure timely delivery and cost-effective solutions through consistent communication and oversight.
Meeting & Travel Coordination
- Organize meetings across all levels ensuring agendas logistics and communications are seamless.
- Coordinate employee business travel arrangements to optimize schedules and reduce disruptions.
Responsibilities:
- Assist with and/or take the lead in planning and hosting client events and functions.
- Maintain a professional engaging and sociable presence while working at or attending events.
- Flexibility is required as some events may occur outside of regular business hours including early mornings or evenings.
Physical Requirements:
- Must be able to lift and/or move items weighing up to 25 lbs.
- Responsible for lifting and moving equipment as needed for meetings company events and client functions.
Qualifications
- Proven experience as an executive or administrative assistant.
- Proficient in Microsoft Office Suite (Word Excel PowerPoint Outlook) and collaboration tools.
- 2-3 years current experience as an Executive Assistant
- Excellent verbal and written communication skills.
- Exceptional organizational and time-management skills.
- Ability to juggle multiple priorities in a fast-paced environment.
- Bachelors degree preferred or equivalent work experience.
Preferred Attributes
- Experience supporting high-level executives.
- Trusted to handle sensitive information with confidentiality.
- Self-starter with strong initiative and critical thinking skills.
- Adaptable and effective in dynamic and evolving environments.
Working Conditions:
- Full-time
- Monday-Friday 8a-5pm in office
- Salaried position
- Salary starting at $45000 per year
Benefits Offered:
- Health Insurance
- Dental Insurance
- Vision Insurance
- Life Insurance
- 401k Matching Plan
Employment Type
Full Time
