POSITION SUMMARYThe Executive Assistant provides high-level administrative support to the Chief Operations Officer by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The position serves as the primary point of contact between the executive team and various departments, ensuring seamless communication, collaboration, and execution of projects and strategic initiatives.DUTIES AND RESPONSIBILITIES
Administrative Support:
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- Manage and maintain the executive's calendar, including scheduling appointments, meetings, and travel arrangements. Will also provide high-level administrative support to the executive team and will prepare minutes and correspondence.
- Screen and direct phone calls and distribute correspondence.
- Prepare and edit correspondence, reports, and presentations.
- Handle sensitive and confidential information with discretion```{=html}```
- Meeting Coordination:```{=html}```
- Organize and coordinate meetings, conferences, and events, including booking venues, arranging logistics, and preparing agendas and meeting materials.
- Record minutes during meetings and follow up on action items. Maintain accurate records and documentation for projects, meetings and executive correspondence.
- Assist in the preparation of presentations, reports and other materials for executive meetings and presentations.```{=html}```
- Communication:```{=html}```
- Serve as a point of contact between the executive and internal/external stakeholders.
- Draft and distribute internal and external communications on behalf of the executive.
- Handle sensitive and confidential information with discretion.```{=html}```
- Research and Reporting:```{=html}```
- Conduct research and compile data to support decision-making processes.
- Prepare reports, presentations, and briefs for meetings and projects.
- Collect and analyze data to generate insight and recommendations for executive decision making.```{=html}```
- Travel Arrangements:```{=html}```
- Arrange travel itineraries, accommodation, and transportation for the executive and other team members as needed.
- Prepare travel expense reports, invoices, and IRs and ensure timely reimbursement.```{=html}```
- Project Management:```{=html}```
- Assist in the planning and execution of special projects and initiatives.
- Track project timelines and deliverables, ensuring alignment with organizational goals.```{=html}```
- Office Management:```{=html}```
- Maintain office supplies and equipment, coordinate maintenance and repairs.
- Ensure the executive office is organized and operates efficiently.EDUCATION:
Required:Bachelor's degree or related field
QUALIFICATIONS:
5 to 7 years of experience in project coordination and executive assistance or similar role
Strong organizational and communication skills. Demonstrates a high degree of professionalism and discretion
Ability to work across teams with a variety of projects
Ability to effectively manage multiple tasks and priorities in a fast-paced environment
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- Proven experience as an executive assistant or in a similar administrative role.
- Expert in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Minimum typing skills of 70 to 100 words per munute
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Ability to multitask and prioritize tasks effectively.```{=html}```
- Discretion and confidentiality are essential attributes.PHYSICAL DEMANDS:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
The performance of this position involves exposure to construction or industrial areas where the use of personal protective equipment such as safety glasses, hard hats and hearing protection is required.
Rhoads Industries, Inc. is an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, and disability.