Executive Assistant to COO

1 month ago

beverly, United States AH Dory, LLC. Full time

Description

We are seeking a highly organized, proactive Executive Assistant for administrative support to the company COO. The ideal candidate has a business acumen, is well organized and skillful in prioritizing tasks, juggling daily schedules and follow up on business projects in a stable, growing company environment. This role requires a confident assistant, comfortable asking for clarification who is able to work independently.


Essential Duties & Responsibilities

Executive Support: Manage active appointment calendar, schedule meetings, and prepare for appointments, conferences, and presentations. Perform general administrative duties such as: reports, file maintenance, organizing, photocopying, scanning, and follow up on outstanding items as needed. Correct inefficiencies as this relates to administrative tasks and responsibilities.


Confidentiality: Must have prior experience that demonstrate the ability to handle sensitive information with the utmost confidentiality, ensuring trust and professionalism.

Communication Liaison: Act as a primary point of contact with internal/external stakeholders. Respond to emails, phone calls, requests and other communications.


Meetings and Events: Coordinate with attendees, select appropriate location, reservations, meals, prepare agenda, materials, etc. for individual business meetings and/or in house company events.


Project Management: Assist with special projects, including research, reporting, and deadline follow-up. Provide administrative support for initiatives, ensure timely completion and coordination of key tasks.


Travel Coordination: Organize and manage domestic travel arrangements, including flights, lodging, transportation, and itineraries; manage last-minute changes.

Document Management: Manage accurate document filing and storage for reports, presentations, and correspondence. Maintain organized digital filing systems.


SKILLS AND ABILITY

  • High level of professionalism and discretion.
  • Ability to anticipate best approaches and avoid disruptions.
  • Enthusiastic, positive work style with a sense of purpose and high standards for quality.
  • Friendly, professional work style with excellent written and verbal communication skills and ability to relate to the demands of a variety of situations and people. Ability to take direction, facilitate and remain calm under pressure.
  • Strong problem-solving skills and a proactive approach to tasks.
  • Prior experience must demonstrate solid organizational, technological, and analytical skills in an environment that requires accuracy and timeliness.
  • Exceptional organization and time management abilities; adjusting priorities based on workload or manager direction.
  • Ability to assume other projects, duties or projects as assigned.
  • Computer literate with strong knowledge of MS Office Suite, proficiency in Excel and Outlook. Familiarity with other business applications, systems and other computer tools.


Qualifications

  • 5 +years of experience in senior level, executive administrative support position, preferably supporting C-suite executives requiring accountability for work product, out comes and high standards to be met.
  • Experience in financial services, real estate or related professional environment is required.
  • Must possess a wide range of general office, administrative skills that have been applied to similar positions.
  • Past experience that demonstrates ability to make last-minute decisions and changes maintaining composure and managing through tasks.
  • Demonstrate the ability to analyze and evaluate situations appropriately.
  • Writing, grammar and language skills must be strong including the ability to compose emails and respond to same.
  • Excellent computer, internet and technical skills: Outlook, Word, PowerPoint, Excel, office systems and software, office equipment.
  • College education, related courses and/or equivalent business and work experience.

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