Executive Assistant

Summary :

This position supports the company owner, the CEO and the Marketing Manager and requires the utmost professionalism in handling confidential business and family matters. Schedules appointments, gives information to callers, makes travel arrangements and otherwise relieves senior executives of some clerical and administrative work.

Essential Duties and Responsibilities :

• Act as the point of contact between the executives, staff and customers
• Answer phone calls, take messages and route correspondence appropriately
• Provide daily backup coverage for the Receptionist
• Coordinate owner’s schedule and appointments
• Handle requests and queries; take some dictation and prepare correspondence for executives and company owner
• Prepare and submit expense reports as requested by executives and / or company owner
• Prepare and arrange for internal / external meetings as appropriate; preparing agendas, coordinating meeting details such as location and meals
• Coordinate onsite customer trainings multiple times per year
• Coordinate and arrange travel for staff and occasionally for customers
• Assist in processing inquiries from the company website; assist in addressing customer records with internal CRM
• Handle some personal matters / errands for the business owner
• Manage registration applications for trade shows; arrange travel and accommodations logistics
• For large national tradeshows, work with Marketing to liaise with vendors (including catering and entertainment) and coordinate equipment rentals as well as required onsite labor and utilities
• Other duties as assigned

Requirements :

Education and / or Experience :

Physical Demands :

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee must occasionally lift and / or move up to 25 pounds. The employee is occasionally required to climb stairs, stoop or kneel. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment :

The work environment is usually moderately quiet and is climate controlled.