Executive Administrative Assistant

Description

Are you a highly organized and detail-oriented individual who thrives in a fast-paced environment?

We are seeking a qualified  Executive Administrative Assistant to join our team and provide exceptional support to our Wholesale Operation Department. In this role, you will be the backbone of our team, ensuring smooth day-to-day operations through a variety of administrative, communication, and scheduling tasks.

 Essential Functions

Communication and Reception: 

• Communicate via phone and email in a professional and courteous manner, directing inquiries to the appropriate staff member.
• Greet visitors and ensure a welcoming office environment.
• Manage incoming and outgoing mail and deliveries.

Calendar and Travel Management: 

• Schedule appointments and meetings for assigned staff, ensuring efficient use of time and avoiding conflicts.
• Manage staff calendars and proactively identify scheduling needs.
• Assist with travel arrangements, including booking flights, hotels, and ground transportation.

Document Creation and Management: 

• Create professional documents (letters, reports, presentations) using word processing and presentation software.
• Maintain filing systems (both physical and digital) for efficient document retrieval.
• Proofread and edit documents for accuracy and clarity.

General Office Support: 

• Coordinate with maintenance and IT staff to address any equipment or technical issues.
• Assist with other administrative tasks as needed.
• Attentive to detail with emphasis on accurate timely work product.

Requirements

Qualifications:

• Minimum 3-5 years of experience as an Executive Assistant or similar role.
• Strong organizational skills with the ability to prioritize and manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills, both written and verbal.
• Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to learn new software and adapt to changing priorities.
• Discretion and professionalism in handling confidential information.
• Time management skills and the ability to meet deadlines.
• Attentive to detail with emphasis on accurate timely work product.
• Initiative taking individual who is comfortable working independently or in a team environment.

Benefits:

• Competitive salary and benefits package (health insurance, paid time off, 401k with match)
• Opportunity to work in a fast-paced and dynamic environment.
• Be part of a supportive and collaborative team.