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Executive Support Admin
2 months ago
Summary: We are seeking a highly organized, proactive, and versatile Executive Support Admin to support our Managing Director. This role is pivotal in facilitating the smooth operation of our company by strategically managing the Managing Director's time and energy. The ideal candidate will handle high-level administrative support, personal assistance, and office management responsibilities with a focus on maximizing executive efficiency and productivity.
Key Responsibilities:
- Executive Support:
- Provide comprehensive administrative support to the Managing Director.
- Manage multiple calendars, coordinate meetings, and arrange travel plans.
- Screen and prioritize emails and phone calls, including professional and personal email accounts.
- Assist in developing marketing content for social media (LinkedIn)
- Conduct research and gather information for projects and initiatives.
- Handle sensitive and confidential information with discretion.
- Coordinate and facilitate communication within the organization and with external stakeholders.
- Assist with project management activities, including planning, tracking, and reporting.
- Personal and Professional Assistance:
- Assist the Managing Director in integrating personal and professional schedules to optimize time and output.
- Manage and organize both professional and personal email accounts, handle correspondence, and coordinate personal tasks.
- Implement strategies to free up executive time for higher-value tasks as recommended in the book "Buy Back Your Time."
- Office Management:
- Oversee office activities and operations, including managing office supplies, equipment, and inventory.
- Assist with the creation and maintenance of client reports and spreadsheets.
- Technical Skills:
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Suite, and QuickBooks Online.
- Special Projects and Coordination:
- Support the Managing Director and his employees with administrative tasks, including quote and order entry, labor scheduling, and managing rental orders.
- Coordinate venue services, manage trucking and shipping logistics, and handle per diem submissions.
- Create checklists, reports, and tracking documents to support project and sales activities.
Qualifications:
- High School Diploma, Associate's or Bachelor's degree in Business Administration preferred.
- Proven experience in an administrative role, with experience in managing both professional and personal tasks, preferred.
- Exceptional organizational, communication, and time-management skills.
- Ability to handle confidential information with discretion and maintain professionalism.
- Proficiency in Microsoft Office Suite, Google Suite, and QuickBooks Online.
- Strong problem-solving skills, attention to detail, and a proactive attitude.
- Valid driver’s license and ability to pass pre-employment background check.
