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Administrative Executive

2 months ago

Atlanta, Georgia, United States Jamestown Management Corporation Full time
Job Overview

POSITION SUMMARY:

The Executive Assistant plays a crucial role in delivering comprehensive administrative and technical support to the designated executive or manager.

REQUIREMENTS:

  • A minimum of five years of progressively responsible experience in administrative support; or,
  • A combination of education, training, and experience that equips the individual with the necessary knowledge, skills, and abilities to fulfill the essential duties of the role.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Prior experience with Concur or similar travel and expense management software is advantageous.

KEY RESPONSIBILITIES:

  • Facilitate effective and timely communication, both verbally and in writing.
  • Manage multiple tasks concurrently while ensuring confidentiality at all levels.
  • Collaborate efficiently with colleagues in a team-oriented setting.
  • Perform effectively under pressure while maintaining meticulous attention to detail.
  • Organize travel arrangements and oversee expense reporting.
  • Utilize Outlook for scheduling internal and external meetings for executives.
  • Coordinate logistics for meetings and events, including preparation and printing of materials, scheduling, catering arrangements, and audiovisual support.
  • Provide high-level administrative assistance by conducting research, preparing reports, proactively managing executives' calendars, and organizing conference calls.
  • Draft and format letters, memos, forms, labels, agendas, notices, reports, and other correspondence, ensuring accuracy and professionalism.
  • Address inquiries, requests, or issues promptly or direct them to the appropriate department.
  • Perform various administrative tasks, including managing PDF documents, compiling files for signatures, maintaining filing systems, notarizing documents, ordering office supplies, and processing invoices.
  • Assist with special projects as required, such as distribution of notices, tax documentation, and reporting for investors and lenders.
  • This role necessitates in-person attendance five days a week.

SKILLS AND ABILITIES:

  • Self-motivated individual capable of independently managing tasks.
  • Skilled in multitasking and meeting deadlines in a dynamic environment.
  • Proficient in taking detailed notes and applying previous training experiences.
  • Proactive with a strong ability to anticipate needs.
  • Demonstrates responsibility, courtesy, and respect in all interactions.
  • Detail-oriented with excellent organizational and workload management skills.
  • Exceptional English language proficiency, including spelling, grammar, punctuation, and vocabulary.
  • Efficient in utilizing computer applications and hardware essential for job functions.
  • Strong interpersonal skills with the ability to promote teamwork.
  • Accurate in proofreading and editing documents.
  • Capable of preparing clear and concise reports and other written materials.
  • Experienced in managing meetings effectively.