Senior Office Management Specialist

2 weeks ago


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

Position: Senior Administrative Assistant

Company: ECF Data, LLC

Location: Las Vegas, Nevada (In office)

Job Type: Full-Time in an Office Environment


About ECF Data, LLC

ECF Data, LLC is dedicated to enhancing operational efficiency and fostering growth through innovative solutions. Our commitment to excellence drives us to empower our team and clients alike.


Role Summary

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


Key Responsibilities
  • Executive Support: Provide extensive 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 stakeholders, managing all communications with utmost professionalism.
  • Meeting Coordination: Organize and facilitate executive meetings, preparing agendas, documenting minutes, and ensuring follow-up on action items.
  • Office Management: Oversee administrative workflows within the executive office and supervise junior staff and interns.
  • 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 assist in budgeting processes.
  • Project Management: Lead and support special projects as directed, ensuring timely completion and adherence to scope.
  • Event Coordination: Plan and execute executive events, ensuring meticulous attention to detail.
  • Record Keeping: Maintain organized filing systems for all organizational programs.
  • Reporting: Manage deadlines for reports and assist in the preparation and submission of documentation to funding sources.
  • Research: Conduct thorough research to support various organizational initiatives.
  • Newsletter Management: Oversee the production of the monthly e-newsletter, ensuring consistent messaging.
  • Problem Solving: Anticipate the needs of the Executive Director and proactively resolve issues to ensure smooth operations.
  • Confidentiality: Handle sensitive information with discretion and maintain 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 tasks
    • Detail-oriented with strong organizational skills
    • Exceptional written and verbal communication abilities
    • Ability to multitask and thrive in a fast-paced environment
    • Professional demeanor and team-oriented attitude

Additional Information
  • Working Conditions: Standard office environment.
  • Benefits: Comprehensive benefits package including health insurance and retirement plans.


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