Executive Administrative Assistant

4 weeks ago

West Chester, United States Vigilant LLC Full time
Job DescriptionJob Description

Executive Administrative Assistant

The Executive Administrative Assistant at Vigilant plays a vital role in the company's success, and the individual serving in this position is recognized by their colleagues as key members of their team. Excellent communications skills will be constantly put to the test, as will the ability to balance multiple tasks simultaneously serving as a focal point of a dynamic, fast-paced business environment. This role requires versatility, as the position involves a broad range of administration that impacts our growing organization. As our Executive Administrative Assistant, you will support our CEO and COO as well as play an integral part of our site-wide planning, organization, and events. This role reports to the CEO.


The Expertise We're Looking For

  • 5+ years of administrative experience supporting leaders at multifaceted levels of an organization
  • Bachelor's degree preferred but not required
  • Proficiency in Microsoft Office suite of products including Outlook, Word, PowerPoint, Excel, and SharePoint
  • Detail-oriented with strong communication and organizational skills
  • A proactive and creative approach willing to assume responsibility for a broad range of administrative projects
  • A self-starter with the ability to take initiative in a fast-paced environment
  • A proven track record of working collaboratively and optimally with various personalities
  • A professional who has an authentic, positive attitude

The Skills You Bring

  • A polished assistant with professional maturity
  • Able to work independently and with a team
  • The ability to maneuver multiple responsibilities while being very intentional
  • Ability to optimally interact with all levels of management
  • Able to maintain a high level of confidentiality
  • An outstanding ability to prioritize, react, and think quickly
  • The ability and judgment to seek clarification or assistance when needed
  • The desire to work as a true partner with the team and anticipate needs

The Purpose of Your Role

  • Provide schedule management to the CEO and COO including creating and executing accurate calendars, appointments, and office meetings
  • A liaison with internal departments
  • Coordinating meetings internally and externally, preparation of agenda, meeting facilities, and distribution of materials
  • Prepare and confirm all travel and accommodation arrangements and resolve related difficulties
  • Office management including maintaining office supplies and computer equipment support
  • Provide end-to-end support for on-site visits, meetings, and events
  • Assisting the CEO and COO with support including, but not limited to, expense reporting, arranging travel, budgeting, meeting correspondence, and product purchasing


Other Requirements

This role leverages a flex-schedule that may involve nontraditional working hours. Must be able to work from the Vigilant office (West Chester, OH) or at times remotely from a home office, depending on the candidate's skills and experience. This position is eligible to US citizens physically residing in the US, any offer of employment is contingent upon background, drug screen, and reference checks.


The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

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