Executive Assistant

3 weeks ago

Rochester, United States Simu Tech Group Full time
At SimuTech Group, we truly believe that we are driving innovation and changing the world through the power of engineering simulation. Our growing team of energetic, tech savvy professionals work hard every day to inspire our clients to push the boundaries of innovation and deliver transformational products. If you are motivated and driven by a culture where excellent work ethic and passion are rewarded, then a career with SimuTech Group may be for you

Looking for your next career move? Help today's engineers build tomorrow's products by providing solutions and guidance with the power of simulation.

Location: Rochester, NY

Job Summary: As an Executive Assistant you will provide comprehensive administrative support to our owner. This role will handle a wide range of administrative, executive, and corporate support with discretion and professionalism.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  1. Scheduling and Coordination:
    1. Manage the executive's calendar, including scheduling direct appointments.
  2. Event Coordination:
    1. Organize and oversee Rochester office events, ensuring seamless execution.
    2. Handle logistics for events hosted in Rochester, from planning to execution.
    3. Coordinate with teams in Toronto and Seattle regarding events, budgets, and cross-office collaboration.
    4. Handle logistics for external board meetings or CEO leadership meetings as needed.
  3. Hospitality and Logistics:
    • Order and manage office supplies for the HQ office.
    • Order and set up breakfast and lunch orders as needed.
    • Find and make dinner reservations for business-related occasions.
    • Book hotel, flights and car services for executives traveling to various destinations.
  1. Research and Documentation:
    • Conduct research on potential speakers for conferences and events.
    • Update the organizational chart as needed.
    • Investigate suitable locations and logistics for QBR's (Quarterly Business Review), President's Club, and Engineering meetings, etc.
  2. Agenda Preparation and Meeting Support:
    • Prepare agendas for Senior Leadership Team (SLT) and Executive Leadership Team (ELT) meetings.
    • Attend meetings, take detailed minutes, and follow up on action items.
  3. Financial and Administrative Tasks:
    • Assist with expense submissions and reimbursement processes.
    • Organize and maintain the Marketing/HR file room.
  4. Corporate Wellness Coordination:
    • Collaborate on corporate wellness initiatives, promoting employee well-being.
    • Take on tasks such as scheduling or communications as necessary for corporate wellness initiatives.
  5. Presentations:
    • Assist in preparing materials for all hands presentations and other relevant sessions.

Qualifications:
  • Associate degree with a business focus, or related field.
  • Proven experience as an Executive Assistant or similar role, supporting C-level executives or senior management.
  • Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
  • Strong attention to detail and accuracy in all aspects of work.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
  • Exceptional written and verbal communication skills, with the ability to interact professionally with individuals at all levels of the organization.
  • Ability to exercise sound judgment and discretion in handling confidential information.
  • Flexibility and adaptability to changing priorities and responsibilities.

Positive attitude, proactive mindset, and willingness to take initiative.

Benefits:
  • Medical insurance 100% paid for by employer (no employee out-of-pocket costs required for the premiums, deductibles, and copays)
  • Dental insurance premiums 100% paid for by employer
  • Vision insurance premiums 100% paid for by employer
  • Short Term Disability
  • Long Term Disability
  • 401k Plan with employer match
  • Limited Flexible Spending Account
  • Life Insurance
  • Paid time off
  • Professional development assistance
  • Referral program
  • Tuition reimbursement
  • Bonus plan

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