Lead Administrative Specialist

2 weeks ago

Las Vegas, Nevada, United States ECF Data, LLC Full time
Position Overview

Company: ECF Data, LLC

Job Type: Full-Time in an Office Environment

Location: Las Vegas, Nevada (In office)


About Us: ECF Data, LLC is dedicated to providing exceptional data solutions and services, empowering businesses to thrive through innovative technology and strategic support.


Role Summary: We are in search of a highly skilled and professional Senior Administrative Assistant to deliver outstanding support to our Executive Director and team. This role is crucial for ensuring the seamless operation of our executive functions and the organization as a whole.


Key Responsibilities:

  • Executive Support: Deliver comprehensive administrative assistance to the Executive Director, including calendar management, meeting coordination, and travel arrangements.
  • Communication Management: Act as the primary liaison between the Executive Director and various stakeholders, ensuring all communications are handled with professionalism.
  • Meeting Coordination: Organize and facilitate executive meetings, preparing agendas, taking minutes, and ensuring follow-up on action items.
  • Office Management: Oversee administrative workflows within the executive office, supervising junior staff and managing office operations.
  • Document Preparation: Draft, edit, and review high-level documents and presentations, ensuring accuracy and professionalism.
  • Financial Oversight: Collaborate with the Bookkeeper/CPA to manage financial documentation and ensure adherence to organizational policies.
  • Supervisory Duties: Provide guidance and oversight to junior administrative staff, including interns and volunteers.
  • Project Management: Lead and support special projects as directed, ensuring timely completion and adherence to scope.
  • Event Coordination: Plan and execute organizational events, ensuring meticulous attention to detail.
  • Record Keeping: Maintain organized filing systems for both physical and digital documents.
  • Reporting: Track and manage deadlines for reports required by funding sources, assisting in their preparation.
  • Data Collection: Collaborate with program evaluators to gather necessary data for reporting purposes.
  • Research: Conduct thorough research as needed to support various initiatives.
  • Newsletter Management: Oversee the monthly e-newsletter, ensuring consistent messaging aligned with the organization’s mission.
  • Problem Solving: Anticipate and address the needs of the Executive Director and office environment proactively.
  • Confidentiality: Handle sensitive information with the utmost discretion and confidentiality.

Qualifications:

  • Education: Bachelor’s degree in business administration, communications, or a related field preferred.
  • Experience: Minimum of 5 years in a senior administrative or executive assistant role, ideally supporting C-level executives.
  • Skills:
    • Typing speed of 80+ wpm.
    • Advanced proficiency in Microsoft Office Suite.
    • Expertise in creating complex Excel spreadsheets and PowerPoint presentations.
    • Working knowledge of QuickBooks and basic accounting principles.
    • Experience utilizing A.I. in administrative functions.
    • Detail-oriented with strong organizational skills.
    • Exceptional written and verbal communication abilities.
    • Ability to manage multiple priorities in a fast-paced environment.
    • Professional demeanor and team-oriented attitude.

Working Conditions: Standard office environment.

Benefits: Comprehensive benefits package including health insurance, retirement plans, and paid time off.

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