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Executive Assistant

2 months ago

Dumfries, Virginia, United States Colonial Downs Group LLC Full time
Job Summary

We are seeking a highly skilled and experienced Executive Assistant to provide high-level administrative support to our Executive Team. The successful candidate will be responsible for facilitating the efficient operation of the team and performing a variety of clerical and administrative tasks.

Key Responsibilities
  • Administrative Support: Provide high-level administrative support and assistance to the Executive Team and/or other assigned leadership staff.
  • Clerical and Administrative Tasks: Perform clerical and administrative tasks including managing schedules, drafting letters, memos, invoices, reports, and other documents for senior staff.
  • Travel Arrangements: Arrange travel and accommodations for executives and other team members.
  • Meeting Coordination: Schedule and may attend meetings on behalf of executives, taking notes and recording minutes.
  • Communication Management: Receive incoming communication or memos on behalf of senior staff, review contents, determine importance, and summarize and/or distribute contents to appropriate staff.
  • Office Management: Perform office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
  • Customer Service: Answer and transfer phone calls, screen when necessary, and welcome and direct visitors and clients.
  • Record Keeping: Maintain filing systems as assigned and retrieve information as requested from records, email, minutes, and other related documents.
  • Administrative Inquiries: Respond to and resolve administrative inquiries and questions.
  • Meeting Preparation: Prepare agendas and schedules for meetings and record and distribute minutes or other records for meetings.
  • Office Maintenance: Maintain office supplies and coordinate maintenance of office equipment.
  • Expense Management: Maintain a system for recording expenses and the use of petty cash.
  • Training and Development: Responsible for training and developing Administrative Assistants.
Requirements
  • Education: Bachelor's degree or equivalent work experience preferred.
  • Experience: 5 years of experience in an administrative role.
  • Skills: Proficient in Microsoft Office Suite or related software.
Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.