Executive Assistant

ICM Ventures•Colwich, KS

11h

About The Position

Provide high-level administrative support to members of the Executive Leadership Team, ensuring efficient coordination of schedules, communications, meetings, travel, reporting, and other executive priorities. The Executive Assistant serves as a trusted partner who helps leaders maximize effectiveness through organization, follow-through, discretion, and proactive support.

Requirements

5-7 years supporting senior leaders or executives in a fast paced business environment
Advanced knowledge of Microsoft Office Suite required; proficiency with Outlook calendar management
Experience with virtual meeting platforms and business reporting tools
Knowledge of general office and conference room equipment required
Exceptional business math skills required
Excellent written and verbal communication skills
Professionalism
Able to maintain complex managerial workload and set priorities
Ability to maintain confidentiality
Strong customer service abilities
Ability to anticipate needs and accomplish necessary tasks
Detail oriented
Must possess current, valid driver’s license with no restrictions.

Nice To Haves

Bachelor degree preferred
Notary Public preferred

Responsibilities

Manage calendars, scheduling priorities, and meeting logistics for assigned Vice Presidents and executive leaders.
Coordinate internal and external communications, correspondence, and follow-up activities.
Schedule meetings, prepare agendas, organize catering needs and assemble materials as needed.
Partner with Corporate Travel Coordinator to arrange domestic and international travel, including itineraries, reservations, accommodations, and expense documentation.
Coordinate DocuSign transactions for members of the Executive Leadership Team, including preparing and sending documents for electronic signature, monitoring document status, following up on outstanding signatures, and maintaining electronic records in accordance with company requirements.
Support executive presentations, dashboards, and other business documents.
Coordinate executive visits, customer meetings, leadership events, and special projects.
Coordinate all conference and event logistics, including setup, meeting room reservations, travel arrangements, hotel accommodations, transportation, catering, dinners, vendor communications, and attendee support.
Assist in the planning, coordination, and execution of special events, partnering with Marketing, IT, HR, and other departments to manage logistics, event setup, communications, and attendee experience.
Process expense reports, invoices, pcard reconciliations, and administrative approvals as assigned.
Maintain confidential information and exercise sound judgment when handling sensitive matters.
Collaborate with executive assistants and administrative team members to ensure seamless support across divisions.
Anticipate executive needs and proactively prepare materials and / or resolve scheduling and administrative conflicts.
Provide administrative support for strategic initiatives and cross-functional projects.
Perform additional duties as assigned.