Executive Administrative Assistant - Tada : Job Details

Position Description

• Manage and monitor the busy calendar of Chief Executive Officer (CEO).
• Manage contacts and monitor incoming emails for CEO.
• Assist CEO with organizing office and files.
• Take notes and minutes of meetings as requested by CEO.
• Provide companywide executive level support.
• Schedule client meetings for leadership.
• Correspond with executive level clients and their staff.
• Correspond with Board of Directors, and their staff, and assist with the scheduling and planning of quarterly Board meetings.
• Produce documents in Microsoft Word, Excel and PowerPoint and utilize Microsoft Outlook for email, calendars, and contacts.
• Maintain customer confidence and protect operations by keeping information confidential.
• Book and coordinate all travel including flights, hotels, rental cars, etc.
• Reconcile monthly credit card statements.
• Answer phones with a professional and courteous manner and direct phone inquiries to the appropriate staff members.
• Coordinate conference calls for the leadership team.
• Sort and distribute mail as needed.
• Maintain office supply inventory by checking stock, anticipating needs, placing orders, and verifying receipt of supplies.
• Mail packages, correspondence, and holiday cards.
• Welcome guests by greeting them upon arrival and connecting them with the appropriate staff.
• Assist in providing lunches, drinks, copies, etc. for corporate meetings.
• Keep break rooms and conference rooms clean, stocked, and ready for use.
• Coordinate company events and philanthropy events.
• Assist marketing with the production of materials, the ordering of branded materials, and organizing involvement in various conferences.
• Ensure operation of office equipment (printers, copiers, projectors) by completing preventive maintenance requirements, troubleshooting malfunctions, and calling for repairs.
• Contact building maintenance with any issues.
• Maintain office appearance- correspond with cleaning crew.
• Run errands and complete miscellaneous projects as needed.

Desired Profile

• Adaptable, resilient, dependable, and organized, with accountability and follow-through.
• Commitment to prioritizing customer needs and enhancing customer experiences through your work.
• Ability to take on tasks with little direction.
• Ability to create professional quality material in Microsoft Word, PowerPoint, and Excel.
• Strong attention to detail.
• Ability to maintain confidential company information.
• Excellent written and oral communication skills.
• Effective time management.
• Previous experience (3+ years) in a similar role is preferred.
• Bachelor s degree is preferred.