Executive Administrative Assistant

Hoffman Mechanical Solutions•Greensboro, NC

32d

About The Position

The Executive Administrative Assistant's main duties include executive support, administrative support and front office management. To be successful in this role, this individual should be professional, proactive, assertive, exuberant and have a high regard for confidentiality, must be able to meet deadlines and communicate effectively. Our ideal candidate has previous experience as an Executive Administrative Assistant working with senior level management and is familiar with office management technologies. Ultimately, the Executive Administrative Assistant should be able to identify and address the needs of senior-level executives and perform administrative tasks to ensure our company workflow runs smoothly. The ideal candidate will be skilled in prioritization, have great problem-solving and analytical thinking skills, exhibit leadership qualities, and display good judgment.

Requirements

Associate degree or equivalent combination of education and at minimum 5 years proven professional experience as an Executive Administrative Assistant.
Experienced in event planning and making travel arrangements for senior level executives.
Ability to maintain confidentiality and appropriately handle sensitive information with tact and discretion.
Proficient with office management systems, ERPs and MS Office
Experienced using online calendars and cloud systems.
Experience using office equipment.
Strong verbal and written communication skills (via phone, email and in-person)
Experience exercising discretion and confidentiality with sensitive company information.
Excellent organizational skills with an ability to think proactively and prioritize work.
Strong time management skills
Strong problem solving and analytical thinking skills.

Responsibilities

Coordinate daily calendars of senior executives.
Prepare travel arrangements for executives and management team as needed.
Keep the executive team on time and on task.
Respond promptly to management team queries.
Prepare expense reports, miscellaneous reports, memos, invoice letters, and other documents.
Manage the front desk, greet guests, and answer calls, routing them to the proper person or taking messages.
Facilitate internal communication by distributing information as requested.
Partner with HR to maintain office policies as necessary.
Plan meetings and events.
Administer corporate accounts with vendors.
Coordinate with vendors to supply literature and branded swag to the sales team as needed.
Manage the handling of all event tickets and payments for the sales team.
Use various software to complete tasks, such as MS Word, Excel, PowerPoint, databases, and transcription machine.
Provide general administrative support and any other duties as assigned.
Organize and complete office operations and procedures, ensuring integrity and confidentiality of data.
Facilitate maintenance, cleaning, mailing, shipping, bills, and errands.
Coordinate with IT to ensure that the required office technology is in place and functional.
Maintain office supplies related to writing and printing, filing and organization, mailing and shipping, cleaning and maintenance, electronics, and furniture.
Ensure the conference rooms are stocked with drinks, snacks, coffee, and any requested materials.
Manage conference room schedules, and coordinate meeting catering, setup, and cleanup.
Suggest more efficient ways to run the office and troubleshoot any malfunctions.