Executive Assistant

Executive Assistant

Employment Category:
Full-Time, Exempt Employee
Monday through Friday, 9:00 a.m. to 5:00 p.m. (approximately 40 hours per week)

Reports To:
Managing Director

Position Purpose

The Executive Assistant provides high-level administrative and organizational support to the Managing Director while assisting with cross-functional projects and company initiatives. This role requires a highly organized, proactive, and resourceful professional who can manage competing priorities, maintain a high degree of confidentiality, and communicate effectively with internal and external stakeholders.

The ideal candidate is professional, trustworthy, reliable, detail-oriented, and adaptable, with a strong desire to learn, improve processes, and contribute to the overall success of the company.

Qualifications

• 5+ years of experience in an Executive Assistant or similar administrative support role
• Bachelor's degree or higher preferred, but not required
• Strong proficiency with Google Workspace, including Drive, Docs, Sheets, and Forms
• Exceptional written and verbal communication skills
• Strong interpersonal and relationship-building skills, with an empathetic and professional communication style
• Demonstrated ability to handle sensitive and confidential information with discretion
• Highly organized and detail-oriented, with excellent time management skills
• Ability to work effectively in a small, fast-paced environment with changing priorities
• Ability to quickly learn, understand, and evaluate new systems, tools, and processes
• Self-starter who works independently and takes a proactive approach to responsibilities
• Strong ability to prioritize competing demands and manage multiple projects simultaneously
• Strong problem-solving and decision-making skills, with the confidence to make recommendations and communicate ideas effectively

Primary Accountabilities

Executive Support

• Provide comprehensive administrative and organizational support to the Managing Director
• Coordinate and maintain the Managing Director's calendar, including internal and external meetings, conferences, department activities, teleconferences, and travel
• Prepare the Managing Director for upcoming meetings and commitments by ensuring appropriate documents, materials, and information are readily available
• Attend meetings as required, take accurate notes, and track follow-up items and action items
• Keep the Managing Director informed of upcoming commitments, deadlines, and responsibilities and follow up proactively as needed
• Prioritize competing requests and urgent matters while exercising sound judgment and discretion
• Communicate directly with customers, clients, vendors, and internal staff on behalf of the Managing Director when appropriate
• Follow up on contacts and commitments made by the Managing Director and support the development and maintenance of key business relationships
• Conserve the Managing Director's time by conducting research, reviewing and organizing information, drafting correspondence and documents, and coordinating communications
• Prepare executive-level reports, presentations, correspondence, and other materials as needed

Business & Administrative Support

• Assist with general administration, documentation, and legal and regulatory compliance activities
• Provide administrative support to the Sales team and other departments as needed
• Support the Proposal/RFP team with administrative and coordination activities
• Assist with planning and coordinating employee team-building activities, company events, and other organizational initiatives
• Coordinate travel arrangements for meetings, conferences, and marketing events
• Schedule and coordinate internal and external meetings and events
• Assist with special projects and other initiatives as assigned by management

Physical Requirements

• Ability to sit and work at a desk for extended periods of time
• Ability to use a computer and other office equipment for extended periods
• Ability to occasionally attend meetings, company events, and other business activities as required

Additional Duties:
This job description is intended to describe the general nature and level of work performed. Responsibilities may be modified or expanded as business needs change. The employee may be required to perform other duties and responsibilities as assigned to support the company's overall growth and success.