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Executive Personal Assistant

2 months ago

McLean, United States Lessard Design Inc. Full time

Reporting to the CEO, the Executive Personal Assistant will provide overall support to the CEO and other C-Suite Executives. General office responsibilities include but are not limited to; aiding managers, organizing and handling all personal matters for the CEO, completing assigned projects for various teams, answering phones, filing, photocopying, faxing, mailings, calendar management, travel, mail distribution, compose correspondence and various project related tasks.


DUTIES AND RESPONSIBILITIES

  • Aid in handling all personal matters for the CEO and CEO’s family.
  • Coordination of domestic and international travel for the entire staff, CEO and CEO’s family.
  • Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Conserves executive’s time by reading, researching, and routing correspondence, drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, and data.
  • Provides historical reference by developing and utilizing filing and retrieval systems.
  • Managing lunch and catering orders for CEO and President as needed.
  • Support management of lawyers/lawsuits for office by maintaining files and where lawsuits are in the process.
  • Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
  • Maintains office supplies and coordinates maintenance of office equipment.
  • Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
  • Working with vendors to coordinate catering and other supplies needed for events.
  • Scheduling appointments and managing the personal calendars of the family.
  • General office staff support such as phones, mail, typing, filing, etc.
  • On call and other duties and special projects as required and assigned.


QUALITIES

  • Integrity, discretion, and good judgment. This position handles a significant amount of confidential and sensitive information and continually makes judgment calls regarding priorities and information requests.
  • Ability to learn the business in order to be effective.
  • Above average listening skill with expectation to follow and understand instructions, with little or no follow up is required.
  • Excellent communication skills (verbal, oral, and written) with a keen attention to detail.
  • Exceptional interpersonal skills. This position requires daily interaction with Sr. Executives across the company, our clients, and our partners.
  • Organization and flexibility to take on any task with an unflappable demeanor are must haves.
  • Excellent proofreading with keen observation and detail orientated skills.
  • Capable of handling potentially difficult situations with confidentiality.
  • Ability to communicate succinctly both verbally and written.
  • Highly organized with the scheduling of important meetings and events.
  • Good judgment and reasoning ability, enabling problem solving with the constant shifting of priorities and daily tasks.
  • Self-motivated personality to take on projects and assignments without the need for the micromanagement of a supervisor.
  • Ability to multi-task and act as a team player.
  • Able to work collectively with the administration team associates.
  • Ability to manage time, deadline oriented, and take initiative (self-starter).
  • Strong organizational skills.
  • Maintain a professional demeanor.


EDUCATION and/or EXPERIENCE

  • College degree in Business Administration or related field with a minimum of 5 to 7 years of relevant experience and/or training or equivalent combination of education and experience.
  • Proficiency in MS Office required, particularly in Word, Excel, Outlook, and PowerPoint.




NOTE: Lessard Design Inc., is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.