A successful candidate for the Executive Administrative Assistant position will support the President and be responsible for office admin work, must be able to work independently, can quickly learn organizational structure and the objectives of the team, must have a strong bias for action, a sense of urgency, and exceptional communication skills. The ideal individual will be able to exercise sound judgment in various situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Must have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Essential Duties:
Manage all emails and other communications for the President of the company
Follow up on the above communications using an organized calendar
Perform office management functions as needed:
Greet all incoming visitors - offer tea/coffee/water etc.
Answer phones and follow up on voicemails
Manage cleanliness of the office space
Keep track of car checkouts/check-ins and take action to secure
Arrange new hardware/software for employees
Help liaise with the IT dept.
Manage the office heating/electricity usage, water bill
Schedule quarterly company outings
Maintain company calendar for Friday presentations
Order food within budget for Fri lunches
Maintain/get repairs done on company vehicles as per schedule
Keep office supplies stocked
Essential Skills
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff
Expert-level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Highly resourceful team player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response