Administrative Coordinator

2 weeks ago

Kalispell, Montana, United States Cardone Ventures Full time

POSITION SUMMARY

The Administrative Coordinator provides essential support to the executive leadership through a range of administrative tasks and executive initiatives. Key responsibilities include managing complex calendars and travel arrangements, creating materials and presentations for meetings, and occasionally assisting with personal tasks for the executives.

ABOUT CARDONE VENTURES

Cardone Ventures is a forward-thinking and expanding business consultancy dedicated to delivering outstanding services with integrity, precision, and a focus on surpassing client expectations. Through innovative strategies, skilled execution, and timely project completion, we build enduring relationships and contribute to the growth and success of our community. We take pride in cultivating a collaborative and inventive work atmosphere where every team member plays a vital role in our achievements.

OBJECTIVES

  • Execute all administrative tasks with the highest level of detail, efficiency, and adherence to deadlines.
  • Represent the executives with professionalism, warmth, and maturity in all interactions, fostering genuine relationships and inspiring trust.
  • Act as a gatekeeper for the executives' time and access, determining which meeting requests align with priorities and organizational goals.
  • Document notes during executive meetings and assist with follow-up on action items.
  • Facilitate communication across departments and levels within the organization, ensuring outstanding action items are tracked to completion.
  • Adhere to established processes and procedures while developing and maintaining documentation for responsibilities.
  • Manage personal assistant tasks as required.
  • Ensure all expense reports are processed with meticulous attention to detail and within deadlines.

COMPETENCIES

  • Demonstrated experience in organizing and retrieving digital files and maintaining databases.
  • Proficient in managing multiple calendars, scheduling travel, and monitoring various email accounts.
  • Skilled in taking detailed notes during meetings and identifying key points and action items.
  • Ability to ensure that action items are completed by the appropriate stakeholders.
  • Capable of creating agendas and other meeting materials.
  • Proficient in resolving issues presented by clients or staff, including addressing complaints and devising solutions with professionalism.
  • Willingness to work extended hours or weekends as necessary to support local client events or special projects.
  • Availability to respond to communications from executives, staff, and clients outside of standard office hours.

EDUCATION AND EXPERIENCE

  • Must possess a valid driver's license and a reliable vehicle.
  • A minimum of 5 years of experience in an Executive Assistant or similar role.

PHYSICAL REQUIREMENTS

  • Prolonged periods of sitting at a desk and working on a computer.
  • This position may require travel of up to 15%.

COMMITMENT TO DIVERSITY

As an equal opportunity employer, we are committed to meeting the needs of a diverse workforce. We recognize that a varied staff, reflective of our community, is essential to a successful and ethical business. We hire local talent at all levels, regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability, and actively promote inclusion in all forms.

Job Type: Full-time

Benefits:

  • Health insurance
  • Paid time off

Schedule:

  • 8 hour shift

Experience:

  • Microsoft Excel: 2 years (Preferred)
  • Executive administrative support: 3 years (Preferred)

Work Location: In person

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