Executive Assistant
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Job Location:
Jonesboro, GA - USA
Monthly Salary:
Not Disclosed
Posted on:
3 days ago
Vacancies:
1 Vacancy
Job Summary
Job Title: Executive Assistant
Location: Remote
Job Overview:
The Executive Assistant will provide high-level administrative support to Executive Name/Title ensuring that the executives day-to-day operations are organized and efficient. This role requires exceptional organizational skills attention to detail and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities:
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Executive Support:
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Manage and maintain the executives calendar scheduling appointments meetings and travel arrangements.
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Prepare and organize materials for meetings including presentations reports and agendas.
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Anticipate the needs of the executive ensuring that they are prepared for all meetings and appointments.
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Communication & Correspondence:
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Act as a gatekeeper for the executive screening calls emails and inquiries ensuring they are handled appropriately or escalated when necessary.
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Draft proofread and send professional correspondence on behalf of the executive.
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Maintain confidentiality and discretion with sensitive information and communications.
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Travel & Logistics:
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Coordinate domestic and international travel including booking flights hotels car rentals and creating itineraries.
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Handle travel-related expenses and ensure timely submission of reports and reimbursements.
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Manage accommodations and special requirements for the executive during business trips.
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Meeting Coordination:
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Schedule organize and coordinate executive meetings including logistics (conference rooms equipment etc.).
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Take meeting notes track action items and follow up on deliverables after meetings.
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Prepare executive for board meetings client presentations and other important events.
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Project Management:
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Assist the executive with ongoing projects tracking deadlines and ensuring progress is made on key initiatives.
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Help gather and prepare information and reports for special projects or strategic initiatives.
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Collaborate with other departments to ensure alignment and timely execution of tasks.
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Document Management & Filing:
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Organize and maintain digital and physical files ensuring that documents are easily accessible and appropriately stored.
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Create and manage filing systems for sensitive or confidential documents.
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Ensure compliance with company policies on document retention and data security.
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Expense & Budget Management:
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Track and manage the executives business expenses and assist with the preparation of budget reports.
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Ensure timely processing of invoices credit card statements and reimbursements.
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Help monitor office supplies and ensure that the executive has the necessary resources.
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Client and Vendor Relations:
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Act as a liaison between the executive and clients vendors or other stakeholders.
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Schedule and coordinate client or vendor meetings and ensure all necessary materials are prepared.
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Help maintain strong relationships with key partners and external contacts.
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General Administrative Support:
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Provide general administrative support to the executive office ensuring smooth daily operations.
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Handle personal tasks for the executive when needed such as personal appointments errands etc.
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Organize and coordinate special events celebrations or office-wide meetings.
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Qualifications:
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Education:
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High school diploma or equivalent required.
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Associates or Bachelors degree in Business Administration Communications or related field preferred.
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Experience:
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3 years of experience as an Executive Assistant or in a similar administrative support role.
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Experience supporting senior executives or C-suite leaders is preferred.
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Proven ability to manage complex schedules and logistics with excellent time-management skills.
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Skills:
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Exceptional organizational and multitasking skills.
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Excellent written and verbal communication skills with the ability to communicate professionally at all levels.
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Proficient in Microsoft Office Suite (Excel Word PowerPoint) and other office software (e.g. Google Suite Slack).
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Ability to handle confidential information with discretion and integrity.
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Strong attention to detail and a proactive approach to problem-solving.
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High degree of professionalism maturity and emotional intelligence.
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Ability to work independently and manage time efficiently.
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Additional Qualifications:
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Strong interpersonal skills and the ability to work well with people at all levels within and outside the organization.
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Experience with project management tools (e.g. Asana Trello) or CRM software is a plus.
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Ability to adapt to a fast-paced changing work environment.
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Work Environment:
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Office-based role with standard business hours (typically 9 AM - 5 PM).
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Some flexibility for remote work or hybrid arrangements may be possible depending on company policy.
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Occasional overtime may be required especially when supporting key projects or events.
How to Apply:
Interested candidates should submit a resume and cover letter.
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- Personal Assistant Experience
- Microsoft Powerpoint
- Calendar Management
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
- Google Suite
