Administrative Executive

2 weeks ago


Poughkeepsie, New York, United States Blackbird Recruiting Full time

Administrative Executive

Location: Remote

Salary: $75,000 - $80,000

Key Responsibilities:

  • Calendar Oversight:
    Efficiently scheduling and coordinating appointments and meetings.
    Optimizing the executive's calendar for effective time utilization.
  • Communication Oversight:
    Prioritizing and screening emails, phone calls, and other communications.
    Drafting, proofreading, and editing various correspondence, reports, and presentations.
  • Meeting Management:
    Organizing and preparing for meetings, including agenda creation, minute-taking, and follow-up on action items.
    Coordinating conference calls and video meetings.
  • Office Coordination:
    Maintaining an organized and efficient office environment.
    Collaborating with other administrative personnel and departments.
  • Project Coordination:
    Overseeing projects related to client accounts, ensuring smooth coordination.
  • Financial Oversight:
    Managing personal financial tasks, including reconciliation of credit card and bank statements.
    Handling basic Excel projects and QuickBooks entries.
    Generating monthly financial summaries.
  • Liaison Duties:
    Serving as a primary contact between the executive and both internal and external stakeholders.
    Facilitating effective communication and collaboration within the organization.
  • Documentation Management:
    Organizing and maintaining essential documents, records, and files.
    Ensuring all important documents are easily accessible and current.
  • Client Relationship Management:
    Fostering relationships with clients and managing inquiries related to orders, customer service, and pricing.
    Monitoring CRM systems, entering opportunities, and nurturing client relationships.
  • Travel Coordination:
    Arranging travel logistics, including booking flights, vehicles, and itineraries.
  • Personal Support:
    Assisting the executive with personal tasks and schedule management as required.
  • Additional Duties:
    Ensuring a high level of customer satisfaction.
    Performing various administrative tasks as needed.


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