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Executive Administrative Assistant

2 months ago

salt lake city, United States Mesa Systems Full time

About Mesa

Since its formation in 1981, Mesa has been there to help with any move whether its local, coast to coast, or international. Mesa Moving & Storage was built on the principles of Pride, Respect, and Trust. Pride in our work, Respect for our customers, and Trust in each other to provide the highest level of service possible – every time.


Job Summary:

Mesa Systems is currently seeking an Executive Assistant to the CEO and other company executives. As the Executive Assistant, this individual will perform a wide range of administrative support activities and assist the Executive Team to facilitate the efficient operation of the organization. The position will also involve Office Manager responsibilities for our Salt Lake City Office/Branch. This will include organization and coordination of office operations, procedures, and resources to facilitate effectiveness and efficiency throughout the office.


Responsibilities:

  • Manage and maintain executive calendars including scheduling appointments, internal/external meetings, and conference calls.
  • Coordinate travel itineraries, flights, hotel accommodation, rental car, and other travel needs.
  • Draft and edit correspondence, communications, presentations and other documents on behalf of the Executive Team.
  • Complete monthly expense reconciliation for corporate credit cards and out of pocket expenses.
  • Secure appropriate signatures and track documents through the approval process.
  • Serve as a liaison with internal staff at all levels.
  • Provide assistance and support on various projects such as new employee onboarding, calendar planning, and staff communication.
  • Provide event planning assistance.
  • Complete weekly reports related to Warehouse Capacity, Quality Dashboard, and Sales Performance.
  • Support other Senior Management staff on other projects as needed.
  • Prepare agendas for meetings, briefing materials and presentations as needed.
  • Oversee all daily office functions ensuring the organization and staff have a satisfying work environment.
  • Serve as the first point of contact to answer, screen and transfer incoming calls as well as office visitors.
  • Be responsible for all vendor management which includes ordering equipment and supplies, managing and monitoring service levels, invoice reconciliation and addressing unsatisfactory vendor services.
  • Manage office’s IT environment and serve as the primary liaison with Mesa IT Team.


Qualifications:

  • 5-10 years of office administration experience.
  • Bachelor’s degree preferred.
  • Professional Administrative Certification preferred.
  • Computer literacy and proficiency in Microsoft Office Suite.
  • Strong organizational skills and attention to detail.
  • Event planning experience.
  • Travel arrangements and logistics management experience.
  • High level of professionalism and a strong ability to relate to people of all business levels including executives and senior staff.
  • Understanding of project management and the skills needed to plan ahead.
  • Passionate, enthusiastic, and a team player.
  • Ability to work in a fast-paced environment and adapt quickly to changing needs and priorities.
  • Ability to take initiative while prioritizing and managing multiple tasks simultaneously.
  • Strong problem-solving skills.


Physical Requirements:

  • Primarily seated in an office location.
  • Some standing, stooping, and sitting.
  • Full use of hands, arms, hearing, vision, and voice.


Mesa Moving and storage is an equal opportunity employer.