Executive Assistant

4 weeks ago

Washington, United States Audia Full time
Job DescriptionJob Description

The Executive Assistant will provide high-level administrative support to the Audia family members. This role provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the board of advisors; organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Responsibilities include, but are not limited to:

  • Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the company.
  • Sustain a daily calendar of meetings and events.
  • Prepare Word, Excel, PowerPoint presentations, agendas, reports and other documents in support of objectives for the organization.
  • Manage special projects for the VP of Market Development, along with Audia family members as requested
  • Coordinate and attend company events, some including international travel with executive-level customers; build strong relationships with customers by ensuring they are well taken care of
  • Partner with the company Travel Coordinator to arrange travel for all guests at sponsored events. Arrange travel and accommodations for owners. Prepare expense reports.
  • Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
  • Excellent communication and time management skills; proven ability to meet deadlines.
  • Ability to function well in a high-paced environment; performs additional duties as assigned by the Owner
  • Draft and prepare correspondence for internal announcements and board meetings
  • Manage the owner’s contacts
  • Assist in preparing and managing presentations and decks.
  • Be responsive to emails/texts/phone calls, with contact outside normal business hours
  • Welcome the owner’s guests by greeting them, in person or on the phone; answering or directing inquiries.
  • Use discretion, confidentiality, and good judgment to handle C-level matters.
  • Represent the company and the owner in a positive light through great follow-through skills and sound judgment.
  • Conserve the owner’s time by reading, researching, collecting and analyzing information as needed, in advance.
  • Complete ad-hoc projects as assigned – such as personal events and/or family needs.
  • Organize complex calendars and schedules; resolving any scheduling issues

Recommended Qualifications:

  • Bachelor's degree required
  • 5+ years of related experience required in working in an executive assistant role supporting C-Level executives.
  • Previous experience in the legal industry with an understanding of legal language and principles, research methods and other related legal matters is preferred
  • Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
  • Ability to communicate effectively and professionally.
  • Flexible hours as dictated by the needs of business for projects and meetings.
  • Ability to travel for company and customer events, including international travel

Preferred Attributes:

  • Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
  • Commitment to excellence - perform duties at the highest level possible on a consistent basis.
  • Excellent communicator - able to interact with people of all levels in a confident, professional manner.
  • Demonstrate ability and temperament to work with sensitive information.
  • Team player - have team-oriented experience and approach.
  • Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties.
  • Ability to think outside of the box with a sense of urgency.

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