Executive Assistant

4 weeks ago

Birmingham, United States Trillion Communications Corp Full time

The Executive Assistant will provide high-level administrative support to our C-suite executives while also managing projects. This role requires exceptional organizational skills, attention to detail, and he ability to handle multiple tasks simultaneously. The ideal candidate will possess a combination of project management skills and leadership experience, enabling them to effectively support the executive team across various functions.


Duties and Responsibilities

Executive/Business Support

  • Coordinate a wide-range of activities that support the entire Executive Team
  • Assist in planning and executing special events, fundraisers, and promotional activities in collaboration with the executive tea
  • Perform confidential, clerical and administrative functions
  • Screen and manage incoming emails, correspondences, and calls, prioritizing and responding on behalf of the executives when appropriate
  • Draft, prepare, coordinate and review executive-level presentations, reports, and correspondence
  • Completing/preparing expense reports
  • Coordinate and manage the executives' daily calendar, scheduling appointments, meetings, and events efficiently to optimize their time
  • Anticipate and resolve scheduling conflicts and keep executives informed of any changes promptly
  • Managed and replenish office supplies and materials
  • Conduct research and compile data to support executive decision-making and strategic planning
  • Data-entry: pulling and up update financial reports/databases
  • Support A/P with vendor inquiries (as needed)
  • Prepare meeting materials, agendas, and presentations, ensuring executives are well-prepared for all engagements
  • Attend meetings, take accurate minutes, and follow-up on action items to ensure timely completion


Travel and Logistics

  • Arrange all travel arrangements, including flights, accommodations, transportation, and itineraries for trips and conferences.
  • Composing and preparing correspondence; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings


Communication and Coordination:

  • Screen and manage incoming emails, correspondence, and calls, prioritizing and responding on behalf of the executives when appropriate
  • Draft, prepare, coordinate and review executive-level presentations, reports, and correspondence.


Personal Support

  • Managed personal appointments, reservations, and other commitments
  • Handle personal correspondence and maintain confidentiality
  • Assist with personal errands, such as scheduling appointments, travel, support community volunteer/board activities
  • Coordinate family events, travel, and other personal arrangements
  • Act as a liaison between the executive and household staff, as needed
  • Provide support for personal project and initiatives as requested

   

Confidentiality and Discretion:

•  Handle sensitive and confidential information with utmost discretion and professionalism


Miscellaneous Support:

  • Provide general administrative support, including organizing documents and filing; submitting expense reports, places orders for supplies and equipment, tracks orders and reconciles; support onboarding process.
  • Processing and updating financial records utilizing Microsoft GP (Great Plains)


Qualifications

  • Bachelor's degree or equivalent experience is preferred
  • Proficient in Microsoft Office suite
  • Experience in managing multiple priorities, administrative coordination, and logistics
  • Well-organized, detail-oriented, ability to multi-task with great follow-up skills
  • Strong written and verbal communication skills
  • Strong Analytical Skills

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