Executive Administrative Assistant

Published May 22nd, 2024

Schedule: Monday through Friday 7AM-3PM or 8AM-4PM

Requirements & Skills: 

  • Proven experience as an Executive Administrative Assistant, Senior Executive Assistant, or in other high-level secretarial / management position
  • Full comprehension of office management systems and procedures
  • Excellent knowledge of MS Office including Excel, Word, PowerPoint, Teams, etc.
  • Proficient in Adobe Acrobat / Reader
  • Proficiency in English
  • Exemplary planning and time management skills
  • Up-to-date with advancements in office gadgets and applications
  • Ability to multitask and prioritize daily workload
  • High-level verbal and written communication skills
  • Discretion and confidentiality
  • High School Diploma; additional qualification as a personal assistant would be considered an advantage
  • Drivers License & reliable vehicle / transportation
  • Acceptable FICO Credit Score
  • Ability to travel locally within the tri-state area with executives for notetaking at meetings, setting up the classroom for training, and proctoring written exams
  • Responsibilities:
  • Act as the point of contact between the executives and internal / external clients
  • Manage scheduling for company executives
  • Draft, review, and send communications on behalf of company executives
  • Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
  • Answer and respond to phone calls, communicate messages and information to executives
  • Prioritize emails and respond when necessary
  • Coordinate travel arrangements
  • Maintain various records and documents for company executives
  • Aid in customer estimates and purchase orders
  • Develop company-specific procedures and forms
  • Schedule courses/trainings/exams and confirm student attendance
  • Provide student proctoring services for private examinations
  • Delegate printing & shipping of company training materials (books, exams, customer specs)
  • Business office and conference room management / scheduling
  • Organizing course materials
  • Printing course materials
  • Organization & inventory of company training equipment
  • Shipping and receiving
  • Quality control
  • Grading exams and creation of student certificates
  • Monitor office and printing supplies
  • Develop and carry out an efficient documentation and filing system for exams, certifications, and company documents
  • Confirming consultants have turned in necessary class materials, exams, attendance sheets, grade sheets, and retrieving leftover training materials
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