Administrative Assistant

5 days ago

Cincinnati, United States Liona Enterprises Full time
Job Title: Administrative Assistant to COO and Head of Government Services
Location: Cincinnati, Ohio
Job Type: Full-Time
Reports To: Chief Operating Officer (COO) and Head of Government Services

Job Summary:  We are seeking a highly organized and initiative-taking Administrative Assistant to support our Chief Operating Officer (COO) and Head of Government Services.  Some responsibilities include managing calendars, scheduling meetings, arranging travel, preparing expense reports, and preparing and editing correspondence, presentations, reports, and other documents.

Key Responsibilities:
Support to Chief Operating Officer (COO):
  • Calendar Management: Schedule and coordinate meetings, appointments, and events for the COO. Ensure efficient time management and prioritize conflicts.
  • Proposal Capture Management:  Assist with preparing reports and presentations.
  • Communication: Serve as the primary point of contact between the COO and internal/external stakeholders. Draft, review, and edit correspondence, reports, and presentations.
  • Travel Arrangements: Organize and manage travel itineraries, including flights, accommodations, and transportation.
  • Meeting Coordination: Prepare agendas, take minutes, and follow up on action items for meetings and conferences attended by the COO.
  • Document Management: Maintain confidential files and records. Assist with the preparation of presentations and reports as required.
  • Project Assistance: Provide support on various projects and initiatives led by the COO, including research and data collection.
Support to Head of Government Services:
  • Administrative Support: Organize and maintain program documentation, including schedules, budgets, and reports. Prepare status reports and other documentation as needed.
  • Communication: Consult with program stakeholders, including team members, clients, and vendors. Coordinate communications and ensure timely dissemination of information.
  • Meeting and Event Support: Schedule and coordinate program-related meetings and events. Prepare meeting materials and assist with logistics.
General Administrative Duties:
  • Customer Service: Provide excellent service to internal and external customers. Address inquiries and resolve issues promptly.
  • Expense Management: Process invoices, track expenses, and assist with budget management.
  • Confidentiality: Maintain a high level of confidentiality and professionalism in handling sensitive information.
Qualifications:
  • Education: Associate’s degree 5+ years equivalent experience.
  • Experience: Minimum of 3 years of experience in an administrative support role, preferably in a corporate or program management setting to C-Suite executives.
  • Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with project management tools and software is a plus.  Experience with Q360 a plus.
  • Communication: Excellent verbal and written communication skills with the ability to interact effectively with all levels of the organization.
  • Organization: Strong organizational and multitasking skills with mindfulness. Ability to prioritize tasks and manage time effectively.
  • Problem-Solving: Initiative-taking attitude with the ability to anticipate needs and resolve issues independently.
Additional Requirements:
  • Flexibility: Ability to adapt to changing priorities and work in a challenging environment.
  • Collaborator: Collaborative mindset with a focus on supporting both the COO and Head of Government Services effectively.
Application Process: Interested candidates should submit a resume and cover letter detailing their qualifications and experience.

Liona Enterprises, Inc. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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