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Executive Administrative Assistant

2 months ago

Little Rock, Arkansas, United States Assembled Products Full time
Job Summary

We are seeking a highly organized and detail-oriented Executive Administrative Assistant to provide administrative support to our President & CEO. This is a full-time position that requires a strong ability to multitask, prioritize, and maintain confidentiality.

Key Responsibilities
  • Provide administrative support to the President & CEO, including scheduling appointments, preparing correspondence, and managing calendars.
  • Assist with general liability claims administration, including filing records, researching, and retrieving documentation requests.
  • Manage corporate services account, including credit card account management and cardholder support.
  • Prepare and distribute meeting minutes, written processes, and other documentation as requested.
  • Sort and distribute incoming mail and email for the President & CEO.
  • Prepare outgoing correspondence, including printed, email, and other forms of communication.
  • Achieve and maintain Certified Notary Public certification in the state of Arkansas.
  • Organize and maintain physical and electronic filing systems for the President & CEO.
  • Answer and screen President & CEO's telephone calls, connect parties with President & CEO for scheduled calls.
  • Coordinate President & CEO's schedule and make appointments.
  • Create electronic calendar and prioritized dossier of materials for President & CEO's review and action.
  • Greet scheduled visitors and escort them to the appropriate area or person.
  • Offer and retrieve hospitable amenities such as food, beverages, and office supplies.
  • Renew vehicle tags, manage toll accounts, maintain vehicle files, and assist approved drivers with vehicle reservations.
  • File and coordinate property and casualty insurance claims for loss/damage suffered by the company.
  • Maintain keys, in accordance with Safety Manager's log for distribution of keys, to properties, secured areas, and furniture and cabinet locks.
  • Provide Certificates of Insurance for coverages as requested by customers.
  • Prepare employee birthday gifts for President & CEO to issue.
  • Maintain a current list of vehicles and approved drivers with insurance.
  • Print, scan, and make copies of documents as needed.
  • Maintain orderly and welcoming aesthetic for President & CEO's office.
  • Maintain stock of food, beverages, and other amenities for President & CEO and guests.
  • Place meal orders, retrieve food, beverage, and other amenities for President & CEO.
  • Coordinate internally and with vendors for ordering corporate Christmas cards.
Requirements
  • 5 years or more assisting C-level executives in a fast-paced environment.
  • Completed courses in Microsoft Office 365 Suite, including Outlook, Word, Excel, and Teams.
  • 3 years or more senior Claims Administration, Paralegal, or similar experience.
  • B.S. in related field preferred.
Equal Employment Opportunity

Assembled Products provides equal employment opportunity to all individuals regardless of race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, the company takes affirmative action to ensure that applicants are employed and employees are treated during employment without regard to these characteristics. Discrimination of any type will not be tolerated.