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Executive Administrative Coordinator

2 months ago

Cincinnati, Ohio, United States Liona Enterprises Full time
Job Overview

Position Title: Administrative Assistant to COO and Head of Government Services

Location: Cincinnati, Ohio

Employment Type: Full-Time

Reporting To: Chief Operating Officer (COO) and Head of Government Services


Position Summary: We are looking for a meticulous and proactive Administrative Assistant to provide essential support to our Chief Operating Officer (COO) and Head of Government Services. The role encompasses a variety of tasks including calendar management, meeting scheduling, travel coordination, expense report preparation, and the drafting and editing of various documents.


Key Responsibilities:

  • Support for Chief Operating Officer (COO):
    • Calendar Coordination: Organize and manage meetings, appointments, and events for the COO, ensuring effective time management and prioritization of conflicts.
    • Proposal Management: Assist in the creation of reports and presentations.
    • Communication Facilitation: Act as the main point of contact between the COO and both internal and external stakeholders. Draft, review, and edit correspondence, reports, and presentations.
    • Travel Coordination: Arrange and oversee travel itineraries, including flights, accommodations, and transportation.
    • Meeting Management: Prepare agendas, document minutes, and follow up on action items for meetings and conferences attended by the COO.
    • Document Oversight: Maintain confidential files and records, assisting in the preparation of presentations and reports as necessary.
    • Project Support: Provide assistance on various projects and initiatives led by the COO, including research and data collection.
  • Support for Head of Government Services:
    • Administrative Duties: Organize and maintain program documentation, including schedules, budgets, and reports. Prepare status reports and other necessary documentation.
    • Stakeholder Communication: Consult with program stakeholders, including team members, clients, and vendors. Ensure timely dissemination of information.
    • Event Coordination: Schedule and coordinate program-related meetings and events, preparing necessary materials and assisting with logistics.
  • General Administrative Functions:
    • Customer Engagement: Deliver exceptional service to both internal and external customers, addressing inquiries and resolving issues promptly.
    • Expense Oversight: Process invoices, track expenses, and assist with budget management.
    • Confidentiality Maintenance: Uphold a high level of confidentiality and professionalism in handling sensitive information.

Qualifications:

  • Education: Associate's degree or equivalent experience of 5+ years.
  • Experience: At least 3 years of experience in an administrative support role, ideally in a corporate or program management environment supporting C-Suite executives.
  • Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with project management tools and software is advantageous. Experience with Q360 is a plus.
  • Communication Skills: Strong verbal and written communication abilities, with the capacity to interact effectively across all organizational levels.
  • Organizational Skills: Excellent organizational and multitasking capabilities, with the ability to prioritize tasks and manage time efficiently.
  • Problem-Solving Skills: Proactive attitude with the ability to anticipate needs and resolve issues independently.

Additional Requirements:

  • Adaptability: Ability to adjust to changing priorities and work in a dynamic environment.
  • Collaborative Spirit: A team-oriented mindset focused on effectively supporting both the COO and Head of Government Services.

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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