Executive Assistant

Job Description

Job Description

We are looking for a diligent Executive Assistant to join our team in VIRGINIA BEACH, Virginia. As an Executive Assistant, you will be responsible for supporting our executive team, managing schedules, preparing various types of documents, and maintaining a high degree of confidentiality.

This role offers a long-term contract employment opportunity.

Responsibilities :

• Manage and maintain executive schedules, ensuring efficient time management.
• Make travel arrangements for executives, ensuring smooth and timely travel.
• Prepare reports, memos, invoices, letters, and other documents, ensuring clear and effective communication.
• Answer phones and route calls to correct personnel or take messages, ensuring good customer service.
• File and retrieve corporate records, documents, and reports, ensuring organized record keeping.
• Organize meetings, including scheduling, sending reminders, and arranging catering when necessary.
• Greet visitors and decide whether they should meet with executives, ensuring a detail oriented and welcoming environment.
• Use various software, including word processing, spreadsheets, databases, and presentation software, to support executive needs.
• Read and analyze incoming memos, letters, submissions, and distribute them as needed, ensuring efficient communication flow.
• Provide general administrative support, ensuring smooth office operations.
• Assist in preparing internal and external communications, ensuring clear and effective communication.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Undertake project and event management tasks, ensuring successful execution and follow-up.
• Maintain office supplies and coordinate maintenance of office equipment, ensuring a well-stocked and functional office environment.
• Maintain a high degree of confidentiality and discretion in regard to all matters and documents, ensuring detail oriented ethics and privacy.
• Minimum of 3 years' experience in an Executive Assistant role or similar
• Proficiency in Customer Relationship Management (CRM) software
• Demonstrated ability in managing calendars and scheduling appointments
• Exceptional communication skills, both written and verbal
• Experience in organizing and managing conference calls
• Proven ability to handle correspondence professionally and confidentially
• Proficiency in Microsoft Office including Word, Excel, and PowerPoint
• Experience in preparing correspondence such as letters, memos, and emails
• Ability to prepare comprehensive reports, summarizing data and information
• High level of organization and attention to detail
• Demonstrated ability to work independently and proactively
• Exceptional problem-solving skills and ability to make decisions under pressure.
12 days ago