Executive Administrative Assistant
Responsibilities & Duties

POSITION SUMMARY: The Executive Administrative Assistant (EA) will provide dedicated administrative support to the Company President (80%), Vice President of Operations (15%), and occasionally the Vice President of Finance (5%). This person is a self-starter, with a positive attitude, who enjoys organizing schedules, paying attention to detail, and working behind the scenes to ensure company success. The EA acts as gatekeeper for the Executive Staff and for the physical office. He/she/they must be able to work in a fast-paced environment while holding confidence in their ability to properly keep the Executive Staff’s affairs in order.

POSITION SKILL SET:

• Outstanding communication skills

• Self-motivated, proactive, and forward-thinking

• Excellent editing skills

• Expert organizational skills

• Strong ability to multi-task

• Ability to function well in a fast-paced (sometimes chaotic) environment under tight deadlines

• Ability to think outside the box

• Ability to enforce the quality standards of company leadership

• Expert ability to recall detail (names, meeting dates, etc.)

• Expert note taking abilities

• Ability to keep strict confidentiality (trustworthiness is a must-have quality

POSITION RESPONSIBILITIES:​

• Provides administrative support and assistance to the President.

• Performs calendar management, accounting for day-to-day meetings, calls, and movements, both business and personal for the company President.

• Communicates with GSC departments and assists with project management.

• Arranges travel and accommodations for the President and travel companions.

• Schedules and attends meetings on behalf of the President, taking notes and recording minutes.

• Receives incoming communication and emails on behalf of the President, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff and file locations.

• Coordinates client/prospect gifts and assists with event planning.

• Assists other members of the leadership team with day-to-day tasks, as assigned.

• Plans for conference attendance, including sales meetings/dinners, and accommodations for attending team members.

• Executes personal errands for the President (which may include the President’s children from time to time).

• Orders HQ office supplies and ensures staff’s general comfort.

• Performs other business-related duties as assigned.