Executive Administrative Assistant

4 weeks ago

Mclean, United States Ntiva Full time

Are you looking for limitless career opportunities? Do you have a growth mindset, and like to take initiative? If yes, then Ntiva is the right place for you At Ntiva, we have a saying - "We exist to grow each other." Our focus is helping each other, our clients and our families grow both personally and professionally. Sound like something you could get in to? Because as one of the fastest-growing Managed Services Companies in the country, we're looking to fuel our team with powerhouse talent. With strategic locations across the U.S., and still led by our original founder and CEO Steven Freidkin, we specialize in helping organizations solve their complex IT challenges no matter where they are located. Definitely a fast-paced environment where we collectively battle escalating cyber attacks and stay on top of fast changing technologies

Job Summary:

We are seeking a highly motivated, and organized Executive Assistant to provide essential high-level support primarily to our CEO and ensuring the smooth functioning of executive-level operations as well as maintain local Tysons office day-to-day functions.

The ideal candidate is independent and proactive, takes initiative to identify and solve problems without needing constant direction, is comfortable navigating the dynamics of executive interactions within our own and across organizations. Is on top of things and ready to assist when required. Are you someone who thrives in a fast-paced environment and enjoy wearing multiple hats, are an organizational whiz with an eye for detail, then we want to hear from you

Responsibilities:

Executive Support:

* Manage and maintain the CEO's calendar by planning and organizing executive events, board meetings, making travel arrangements, booking conferences and off-site retreats
* Maintain CEO calendar appointments, cross scheduling between Outlook and ConnectWise Manage. Ensure appointments are aligned and meetings are aligned well in advance.
* Schedule meetings across Executive team and outside partners, utilizing Outlook.
* Anticipate the CEO's needs and proactively managing complex calendars needs across multiple time zones, prioritizing requests for the CEO's time, and strategic needs
* Draft effective and clear communication internally and externally, including emails, presentations and reports
* Manage and reconcile expense reports for the CEO and President
* Provide administrative support to the executive team in various special projects and initiatives
* Provide basic bookkeeping support (QuickBooks experience a plus)
* Maintain confidentiality of sensitive information

Office Management (with oversight from the People Team):

* Oversee office maintenance, ensuring a clean and functional work environment
* Manage vendor relationships for office supplies, equipment, and services
* Coordinate office moves, renovations, and furniture arrangements
* Manage office budget for facilities-related expenses
* Other administrative and people team duties as assigned

This is an exempt, hybrid role in Tysons Corner office one day per week, Bethesda office one day per week, and remote work flexibility and/or onsite requirements at various locations as responsibilities may dictate.

Qualifications:

* Bachelor's degree or equivalent experience
* 5+ years experience as an Executive Assistant or an assistant in a fast paced environment
* Ability to think strategically and anticipate the CEO's needs in the context of broader business goals
* Highly organized and ability to maintain a proactive approach to communication
* Meticulous attention to detail and a professional demeanor
* Extremely reliable and responsive in even the most demanding situations
* Superior interpersonal, and problem-solving skills.
* Advanced use of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) including advanced skills in vlookup, pivot tables, charts and graphs a plus
* Ability to work independently to prioritize tasks and meet deadlines
* Experience in event planning, logistics, office management, and project coordination and execution preferred

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