Executive Assistant

If you are an organized, detail oriented, reliable and honest individual with good interpersonal skills, then you would be a good fit for our culture. We are a small business that needs someone who can be flexible, adaptable and help coordinate meetings, travel, vendors and projects. We offer medical and retirement benefits. We are a drug free workplace committed to ensuring a safe working environment for all our employees. Email a complete resume (including years for each job or education) with a statement of interest (250 words) on why you are the person we should hire.

Core Responsibilities:

Help manage appointment schedules and calendars

Conserves the administrative team’s time by reading, researching, and routing correspondence, drafting letters and documents (for approval), collecting and analyzing information as asked.

Produces accurate information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics

Prepare meeting agendas, attend meetings to take notes and write minutes

Keep accurate records on current and future projects, vendor contacts and communications

Confidentially handle sensitive information

Assist in making travel arrangements and be available to accompany or travel ahead

Flexible to travel on short notice to different locations

Organize and research prices for subscriptions and renewals for licenses, trade journals, etc.

Troubleshoot simple problems on security systems, telephone issues, internet etc.

Utilize photocopiers, printers, computers and be adept with word processing, spreadsheet creation etc.

Carry out administrative duties such as filing, typing, copying, scanning etc.

Utilize online and other resources to sell or disperse used equipment or products

Run various errands as needed

Develop and update administrative systems to make them more efficient

Assist with function planning for lunches, dinners, strategic meetings

Weekly or monthly inspection of buildings on inside and outside for leaks, malfunctioning lights, weed accumulation or landscape maintenance issues, other structural maintenance issues, foundation/wall/ceiling cracks, heating/cooling issues etc. and coordination of maintenance jobs.

Other tasks as assigned (sometimes on weekends or after hours) so flexibility is required