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Executive Assistant

4 weeks ago

Durham, United States Golden Technology Full time

Our client is looking for an Executive Assistant to join their team

This position will provide executive support and handle daily office management and maintenance tasks with minimum supervision including but not limited to:

  • Taking inventory and cost effectively ordering supplies
  • Greeting visitors appropriately is hospitable and determines each guest’s needs in a professional manner and directs them to the correct person.
  • Monitoring, managing, and limiting people entering and leaving a secure reception area as well as the entire suite.
  • Takes ownership of the office proactively managing all aspects that contribute to daily smooth operations.
  • Answering incoming phone calls in a timely, professional, and polite manner and appropriately transferring callers and/or takes messages
  • Proactively becomes familiar with the firm through the company’s website, organizational chart and other material to accurately and effectively provide relevant information to callers and guests
  • Sorting and distributing incoming mail, packages, etc.
  • Preparing outgoing packages while accurately using the set guidelines
  • Scanning and photocopying documents, printing, punching, and binding books as requested
  • Preparing expense reports and maintaining them in an organized filing system
  • Managing and updating various databases in excel format including but not limited to vendor lists, contact sheets, badge access list, phone numbers (DID) Listing, etc.
  • Completes new hire office management checklist including but not limited to activating badge for suite access and printing, ordering supplies, preparing new hire’s desk, assigning, and activating phone number, etc.
  • Accurately codes and submits invoices in the drop box for payment, follows up with Finance on invoice inquiry, and ensures all service invoices for the corporate office are paid in a timely manner
  • Assisting in organizing meeting rooms with necessary materials and equipment, maintaining clean and tidy conference rooms throughout the day and effectively operating all IT equipment
  • Running errands, picking up meals and assisting in event planning as requested
  • Providing support to team members and executives as needed
  • Accurately and timely completing special projects such as mass mailings, etc.

Top skills you need to have:

  • Proven track record with solid experience as a successful Executive Administrative Assistant
  • Proficient in Microsoft Office, PowerPoint, Excel, and Outlook
  • Ability to learn with clear evidence of retaining and using gained knowledge. Follows instructions and executes tasks independently and accurately. Asks questions when in doubt
  • Strong organizational skills with a knack for maintaining clean and neat environments as well as filing systems
  • Proactively identifies problems and offers solutions
  • Detail-oriented with ability to analyze tasks and “see beyond the surface”, ability to think outside the box and offer suggestions for resolving problems
  • Excellent written and verbal communication skills and ability to accurately follow instructions
  • Ability to multi-task and prioritize ever-changing priorities while meeting deadlines
  • Works effectively and efficiently in a team environment, proactively reports on project status and offers assistance to the team
  • Adapts easily and rapidly to change while maintaining a positive attitude
  • A quick study with ability to master the day to day office management tasks and quickly establishes themselves as a “go to” person
  • Takes ownership of position and other delegated tasks and demonstrates passion for the success of the team and company at large