Administrative Assistant for C-Level Executives

Found in: Appcast Linkedin GBL C2 - 2 weeks ago

Phoenix, United States Barrett-Jackson Auction Company Full time

Position Purpose:

Responsible for handling both administrative assistant and personal assistant duties for the C-Suite Executives and Barrett-Jackson Executive Team. Ensure that the C-Suite Executive team operates in an efficient and effective manner by supporting calendar management, receiving high volume of phone calls, making travel arrangements, handling or arranging errands, and supporting other projects as needed. The Administrative Assistant must possess exceptional verbal and written communication skills, tact, and diplomacy, above average time management skills, and be always professional.


Key Responsibilities:

  •  Manage day to day schedule and calendar for the C-Suite Executive team
  • Assist with daily tasks and projects as needed for the the C-Suite Executives and Barrett-Jackson Executive Team
  • Coordinate travel arrangements
  • Monitor meeting requests and schedule accordingly
  • Collaborate with team members to create a smooth workflow and meet deadlines     
  • Follow up on action items in timely manner
  • Prepare necessary business correspondence in coordination with Chief of Staff including emails, letters, thank you notes, invitations, etc.; perform word processing of confidential documents
  • Perform errands as needed
  • Travel as required
  • Develop and maintain an effective filing system
  • Transcribe materials as needed
  • Coordinate all tasks with the Chief of Staff

 

This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.       

 

Qualifications:

  • Comfortable working in an entrepreneurial atmosphere
  • Must be extremely organized and able to multitask, coordinating several different projects at the same time
  • Advanced computer skills in Microsoft Teams, Excel, Word Outlook, and PowerPoint
  • Proven ability to remain flexible in the work environment and manage multiple priorities under time constraints in a fast-paced environment, with a strong attention to detail
  • Exceptional oral and written communication skills
  • Highest degree of confidentiality, tact and diplomacy required
  • Ability to be pro-active and detail-oriented: must work successfully under pressure and handle all situations with the highest degree of professionalism
  • Ability to work independently and as part of a team
  • Levelheaded decision-making abilities
  • Ability to work under high demands and expectations
  • Ability to work non-traditional hours during peak season

·        Maintain professionalism, including phone etiquette, manners, appearance, attitude

  • Analyze problems and help with solutions

 

Education and/or Experience:

  • Bachelors’ degree and strong academic credential preferred
  • Minimum 5 years’ experience in support position to C-level or executive-level personnel
  • Extensive experience in private travel. Private jet management experience preferred
  • Live event, sports and/or entertainment experience preferred

 

 

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


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