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Executive Assistant

1 month ago

Sandy, United States FairCom USA CORPORATION Full time
Job DescriptionJob DescriptionDescription:

The Executive Assistant will provide crucial high-level administrative support and project management to ensure the COO can optimize their time and be the most effective in their roles. This position involves managing and prioritizing the C-suite's commitments and schedule, coordinating internal and external meetings, overseeing travel arrangements, and assisting with office management.

  • Manage executive calendars, arrange meetings, and ensure competing demands can be met effectively.
  • Learn and understand the COO's goals and priorities to anticipate their requirements and work effectively and efficiently as a strategic partner.
  • Work as a "gatekeeper" and provide a bridge for smooth communication between the executive and stakeholders, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
  • Prepare and produce communications on behalf of the Executive as well as materials including meeting agendas, summaries, email drafts, etc.
  • Organize and maintain documents, files, and other critical information. This includes keeping records, confidential documents, and data organized and easily accessible
  • Serve as the liaison for direct reports and all FairCom employees.
  • Organize and book travel arrangements for Executives and Senior Leaders.
  • Function as Office Manager, assisting the Utah Administrative Assistant and Director of Operations to ensure the offices are running smoothly and employees have reliable support and available resources.
  • Ability to provide backup coverage for administrative team members in the office, including reception and office services.
  • Assist with company-wide events such as team meetings, company-provided meals or meeting lunches, and office get-togethers.
  • Assist with expense reporting and budget tracking.
  • Oversee high-priority projects and tasks, ensuring they are completed on time and within budget.
  • Collaborate with senior executives to develop and execute strategic initiatives aligned with the company’s goals and vision.
  • Conduct research, analyze data, and prepare reports to support decision-making processes.
  • Display technology proficiency by staying updated on relevant software and tools to enhance productivity, such as email management software, project management tools, and communication platforms.
  • Partner with Human Resources to accommodate candidate interviews with executives as well as direct report onboarding and offboardings.
  • Ad hoc projects as assigned by Executives, the Director of Operations, and other Senior Leaders.
Requirements:
  • 1+ years of experience supporting C-level Executives preferably in the software industry.
  • Highly organized and meticulous attention to detail with complex calendar management experience.
  • Ability to maintain confidentiality and apply sound judgment.
  • Ability to anticipate needs and adapt to changing priorities.
  • Proficiency in both Microsoft Office & Google Suite.


Position Preferences

  • A formal bachelor’s degree in a business-related program such as Communications or Business Administration.