Job Description

We are in search of a meticulous and experienced Administrative Assistant to become part of our team. This position is non-remote; being able to fully embrace the company’s vision and the corporate/family culture are vital to our success. In this role, you will work closely with our Executive Assistant, CEO and leadership team, engaging in collaborative efforts to enhance organizational initiatives and creatively address challenges across a diverse array of projects. This position requires exceptional administrative and communication skills, a high level of confidentiality, attention to detail, and the ability to work in a fast-paced environment.

Responsibilities:

Executive Support

• Provide comprehensive administrative support to the Executive Assistant, including managing schedules, arranging appointments, and coordinating meetings for Senior Executives.
• Arrange and coordinate complex and detailed international travel plans, itineraries, and agendas.
• Coordinate details of events such as conferences, charity events, parties, trade shows, sales meetings, business meetings, employee appreciation events, etc.

Project Management

• Manage special projects, often involving cross-functional collaboration.
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Prepare and maintain documentation, including meeting scheduling, status reports, and project timelines.
• Evaluate project outcomes and gather feedback to identify areas for improvement in future projects.

General Administrative Duties

• Participate in cross-training initiatives with other administrative staff to ensure seamless coverage and backup support across departments. This includes learning different administrative functions and assisting with tasks as needed in the absence of other team members.
• Provide general office support, including answering phones, filing, and other duties as needed.

Qualifications:

• Bachelor's degree in Business Administration, Human Resources, or related field.
• 3+ years experience working as an Administrative Assistant
• High level of proficiency with Excel, Word, PowerPoint, and Outlook.
• Excellent organizational and multitasking abilities, with a keen eye for detail.
• Strong interpersonal skills and the ability to interact confidently with diverse stakeholders.
• Exceptional written and verbal communication skills.
• Ability to maintain a professional demeanor under pressure and manage sensitive situations tactfully.
• Keen attention to detail coupled with an unwavering dedication to delivering work of the highest caliber.
• Proficient in problem solving, coupled with adaptability to respond to evolving demands.
• Strong aptitude for teamwork and collaboration.

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