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Executive Assistant 16410414

Remote, Virginia
Our client is currently seeking a highly resourceful Executive Assistant to join their team. Reporting to the CEO, this role is critical in organizing daily administrative duties and completing clerical tasks for senior leaders. The ideal candidate should have at least 5 years of experience as an assistant, executive assistant, or in a position requiring increasingly responsible administrative support work.
Additionally, the candidate must have exceptional organizational skills, proficiency with Microsoft 365 productivity apps, and experience handling sensitive information professionally and responsibly.
Key Responsibilities: The Executive Assistant will be responsible for the following:
  1. Administrative Support • Serve as the virtual front desk receptionist and liaison between senior executives/stakeholders • Manage shared inboxes, flagging urgent messages, filtering spam, and categorizing emails for easy retrieval • Fulfill administrative duties, including preparing mailings, presentations, reports, proposals, agendas, board packets, and more.
  2. Calendar Management • Identify periods of high office demand and adjust schedules accordingly • Coordinate and schedule meetings among participants to avoid overlapping commitments • Organize and coordinate the CEO's schedule, including buffer periods for breaks, travel time, and preparation.
  3. Gatekeeping • Assess the urgency of requests and prioritize accordingly • Control the flow of information and interactions with senior executives • Screen and filter phone calls, emails, messages, field solicitations, and junk mail.
  4. Office Management • Scan and file documents, maintaining an organized electronic and physical filing system • Arrange headquarters facilities activities, including cleaning, maintenance, and repair, and meet office vendors • Procure and keep inventory of office supplies, equipment, apparel, merchandise, and collateral materials.
  5. Communication & Correspondence • Draft messages, including emails, memos, letters, and cards, and send to recipients upon approval • Communicate between departments to streamline operations and promote cohesive teamwork • Manage communication on behalf of senior executives, upholding a strict level of confidentiality.
  6. Event & Travel Coordination • Compile relevant materials and presentations for engagements • Coordinate event/conference logistics and oversee arrangements • Research venue options based on event requirements and provide participants with pertinent information.
  7. Human Resources • Create and distribute company announcements • Alert the CEO of questionable content, conduct, and discrete matters • Assist with onboarding procedures, coordinate training, and ensure employees fulfill required filings/credentials.
If you have a bachelor’s degree or equivalent experience, strong time management and prioritization skills, and an aptitude to manage multiple projects and meet deadlines, we encourage you to apply!

 

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