Administrative Support Specialist

2 weeks ago

Arizona City, Arizona, United States Gains In Bulk Full time
Job Summary

The Executive Assistant will provide high-level administrative support to our Chief Executive Officer and leadership team by managing schedules, coordinating meetings and events, handling correspondence, and performing various tasks to ensure efficient operations within the organization.

Key Responsibilities:

  • Coordinate and manage executive calendars, including scheduling meetings, appointments, travel arrangements, and public relations
  • Serve as the primary point of contact for internal and external stakeholders, ensuring clear and timely communication on behalf of our CEO and executive leadership team
  • Regularly handle administrative tasks such as drafting correspondence, preparing reports, and presentations, maintaining files, managing expense reports, and making travel arrangements
  • Assist in coordinating projects and strategic initiatives with our Director of Operations, including research, data analysis, and the preparation of presentations
  • Maintain strict confidentiality of sensitive information and exercise discretion in handling confidential matters both internally and externally to the company
  • Proactively identify opportunities to streamline processes, improve efficiency, and enhance the effectiveness of the organization
  • Assist in the development and implementation of Standard Operating Procedures (SOPs) to systematize our operations and support the needs of our growing team
  • Support the preparation and communication of company-wide policy updates, process changes, or organizational changes and transitions
  • Plan, prepare, and schedule meetings on-site and off-site to support regular team meetings, quarterly team meetings, and leadership planning retreats

Requirements:

  • Excellent written and verbal communication skills
  • Attention to detail and demonstrated accuracy and thoroughness in all aspects of work, including correspondence, scheduling, and document preparation
  • Strong problem-solving skills, with the ability to identify issues, propose solutions, and implement changes as needed
  • Flexibility to adapt to changing priorities and requirements, with the ability to work effectively under pressure and meet deadlines
  • Strong proficiency in office software applications such as Microsoft Office, Google Workspace, Slack, and Zoom
  • Ability to build strong positive relationships with team members, executives, and external partners, demonstrating professionalism and tact in all interactions
  • Strong willingness to collaborate with others, champion our core values, and contribute meaningfully to achieving our company goals
  • Experience with e-commerce software and applications like Shopify or Shipstation is a plus but not required

Education and Experience:

  • High school diploma or GED required
  • A Bachelor's degree in Business Administration, Communications, Management, or a related area of study is preferred
  • At least 3-5 years of experience in an administrative support role, preferably supporting executives or senior management
  • Proven track record of managing complex calendars, scheduling meetings, and coordinating travel arrangements
  • Excellent communication skills, both written and verbal, with the ability to interact effectively with individuals at all levels of the organization
  • Prior experience in project coordination or event planning is an asset

Travel:

  • 0-5%

Physical Requirements:

  • Prolonged periods of sitting at a desk and working on the computer

How to Apply:

If this position caught your interest, please send us your resume. Please email fallon@gainsinbulk.com with Executive Assistant Position - [YOUR NAME] in the subject line.

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