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Senior Administrative Coordinator

2 months ago

Concord, California, United States Bayside Solutions Full time

Professional Executive Support Specialist

W2 Contract

Salary Range: $83,200 - $93,600 per year

Location: Hybrid Role

Position Overview:

As a Professional Executive Support Specialist, you will deliver extensive administrative assistance to the Executive team, demonstrating a thorough comprehension of the demands associated with Business Development. This position calls for a highly self-driven, professional individual capable of effectively navigating competing priorities in a dynamic, high-growth setting.

Key Responsibilities:

  • Facilitate executive communications by drafting and formatting emails or written documents, responding to inquiries, and engaging with all levels of internal and external stakeholders.
  • Organize meetings and appointments, assisting executives in preparing agendas, proposals, reports, and research, ensuring they have the necessary information prior to meetings.
  • Coordinate and support virtual meetings, conferences, corporate training, and sales presentations.
  • Create presentation slides using PowerPoint.
  • Manage all travel arrangements, including transportation, accommodations, and meeting logistics, while being available to assist with unexpected changes or issues.
  • Support project management and event planning, including the organization of corporate events both in and out of the office.
  • Uphold the organization’s brand, reputation, and core values, acting as a representative of the company culture.
  • Set up internal meetings, offsite gatherings, conferences, and client interactions, including the preparation of meeting spaces, meals, and presentation materials.
  • Participate in industry events as a company representative.
  • Coordinate tradeshow logistics, including registration, shipping, promotion, and travel arrangements.
  • Attend significant meetings, document minutes, and follow up on action items.
  • Assist in compiling and formatting monthly Key Performance Indicator reports from various sources.
  • Maintain a professional demeanor among staff and clients.
  • Support executives with expense report completion.
  • Engage in projects requiring analysis, organization, and research.
  • Facilitate new company initiatives that necessitate coordination across multiple divisions, clients, and vendors.
  • Welcome guests and clients by greeting them in person or virtually, addressing inquiries appropriately.
  • Maintain strict confidentiality and manage sensitive information with the utmost discretion.
  • Implement an efficient documentation and electronic filing system.
  • Assist with CRM tasks as needed, including running reports and compiling information.
  • Schedule events, conferences, and marketing campaigns in alignment with marketing strategies.
  • Support the maintenance of the marketing calendar to proactively prepare the sales team for upcoming initiatives.
  • Send gifts, letters, and client retention materials on behalf of executives and the sales team.
  • Assist executives with technology and efficiency improvements.
  • Support executives with personal tasks and travel arrangements as required.
  • Lead and contribute to employee engagement initiatives as assigned.

Qualifications:

  • High School Diploma or GED; AA/AS or BA/BS preferred.
  • Minimum of 2 years of proven experience as an executive assistant.
  • Strong calendar management and organizational skills.
  • Tech-savvy with the ability to quickly adapt to new technologies.
  • Exceptional organizational, project management, and problem-solving skills with excellent multitasking abilities.
  • Outstanding verbal and written communication skills.
  • Proficient writing skills, including grammar, spelling, and punctuation.
  • Technical writing skills, including copywriting and messaging, are preferred.
  • Familiarity with social media platforms is preferred.
  • Professional demeanor and appearance.
  • Able to interact professionally with all levels of employees.
  • Willingness to work late occasionally to meet deadlines.
  • Discreet and capable of managing sensitive information with confidentiality.
  • Trustworthy with high moral standards.
  • Relies on experience and judgment to achieve goals.
  • Strong attention to detail and effective time management skills.
  • Able to research and resolve issues.
  • Occasional lifting of up to 20 lbs may be required.
  • Valid Driver's license and availability for local travel.
  • Able to travel overnight on occasion.
  • Proficient in Microsoft Office Suite.
  • Able to learn additional software programs.
  • Strong reasoning, problem-solving, and analytical skills.
  • Dependable and team-oriented.
  • Innovative in providing high levels of service and results.
  • Demonstrates care and concern for team members and clients.
  • Acts with integrity in challenging situations.

Desired Skills:

Administrative support, Business Development, Microsoft Office, Excel, PowerPoint, Zoom, calendar management, scheduling, travel coordination, project management, event planning.

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