Executive Administrative Assistant

Job Description

Job Description

SUMMARY - We are a dynamic and rapidly growing company that serves the US power grid industry. As we expand our operations, we are seeking a dedicated Executive Administrative Assistant to provide comprehensive support to our executive team.

The Administrative Assistant will play a crucial role in supporting the CEO, CFO, COO, CHRO, CTO, and CSO with administrative tasks and coordination.

This individual will work closely with the executive team to ensure the efficient operation of day-to-day activities and facilitate smooth communication both internally and externally.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Support multiple executives across dispersed geographies.
• Act as a point of contact between executives and internal / external stakeholders, demonstrating professionalism and discretion.
• Manage online calendars, email inboxes, inbound and outbound correspondence, and phone communications including scheduling meetings and appointments.
• Provide travel assistance including hotel, air, passport / visa coordination.
• Coordinate and organize meetings, conferences, and other events, including preparing agendas and taking minutes.
• Assist with the preparation and distribution of reports, presentations, and other documents including PowerPoint(s) for customers and Board of Director presentations.
• Conduct research and compile data as requested by the executives.
• Create and / or proof letters / community posts.
• Maintain accurate records and files, both electronic and physical, ensuring confidentiality and security.
• Set up and manage a central repository for electronic files, allowing for ease of accessibility.
• Manage office, including ordering office supplies, equipment and troubleshooting any issues.
• Assist in special projects and initiatives as needed.

REQUIRED SKILLS & ABILITIES :

• Associate's degree or higher in business administration or related field.
• Prior experience as an Office Manager.
• Administrative assistant or similar role, preferably supporting C-level executives.
• Experience managing and coordinating contracts, NDAs, and other agreements.
• Experience with project management including development of plans, execution, and reporting.
• Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
• Strong communication skills, both written and verbal, with a professional demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications such as Adobe PDF.
• High level of attention to detail and accuracy.
• Ability to maintain confidentiality and exercise discretion.
• Self-motivated with a proactive approach to problem-solving.
• Flexibility to adapt to changing priorities and work independently.
• Ability to travel as needed to coordinate events.
• This role will be an onsite position.
30+ days ago