Executive Assistant Event Specialist
2 weeks ago
JOB SUMMARY
The Executive Assistant Event Specialist works under the supervision of the CEO with a dotted line to the Communications Manager. The position's primary functions are split evenly between general office administrative support and event and communications support. Will provide general administrative support to the CEO on a daily basis and to the Senior Leadership Team as needed.
JOB DUTIES
Administrative support will include a wide range of tasks such as coordinating calendars and scheduling meetings, taking meeting minutes, writing emails and general correspondence, utilizing Microsoft Office to create spreadsheets and presentations, coordinating meeting locations and catering, and serving as the main point of contact for the CEO's office.
Manage a large volume of email and Teams messages, assist with project-based assignments, provide reports, and maintain business forms and procedure manuals.
Work directly with the Communications Manager to assist with administrative and on-site tasks related to event planning and implementation, special projects, employee engagement events, and more.
Responsibilities will include a diverse set of tasks such as assisting with hotel selection and reservations, managing caterers, selecting and obtaining vendor quotes, ordering event supplies, communicating with accounts payable, coordinating employees for projects and photo shoots, creating spreadsheets for events, creative brainstorming, and very hands-on, on-site event tasks such as arranging decor, meeting vendors, welcoming guests, event set up, and much more.
This distinctive role offers a unique opportunity for growth and learning in home health office administration and corporate event planning.
JOB SPECIFICATIONS
1. Education: Associates Degree.
2. Licensure / Certification: None.
3. Experience: Working knowledge of commonly used concepts, practices and procedures used within administrative support. 5 plus years experience of administrative assistant experience
4. Essential Technical Skills: Working knowledge of MS Office including Word, Excel, Access and PowerPoint, Microsoft Outlook, phone systems, and collaboration tools (Webex, Teams, etc.)
5. Interpersonal Skills: Strong communication skills, high level of professionalism, and maintenance of confidentiality.
6. Essential Physical Requirements: Varied periods of sitting or standing, walking, lifting and carrying files, reaching, stooping, long periods of data entry.
7. Essential Mental Requirements: Ability to concentrate with frequent interruption, handle pressure of deadlines, good judgment, ability to follow procedures, ability to work independently.
8. Essential sensory requirements: Visual acuity, touch, hearing.
9. Exposure to Hazards: Office environment, toner for office machines, pitch of printers and computers.
10. Other – Hours of Work: Minimum 40 hours week, typically 8-5pm or 9-6 pm, Monday through Friday. Extended hours required during peak workloads or increase in volume.
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