Job Description

Position Summary: We are seeking an experienced and proactive Executive Assistant to support our CEO and contribute to the smooth functioning of our office. This role requires exceptional organizational skills, strong attention to detail, and the ability to handle multiple tasks efficiently. As an integral part of our team, you will be responsible for managing schedules, drafting communications, proofreading marketing communications, coordinating meetings and events, and providing administrative support. Additionally, you will play a key role in regulatory paperwork support and proofreading sales documents and materials.

Key Roles / Responsibilities:

• Manage and coordinate schedules, including meetings and conferences.
• Draft, review, and send professional communications on behalf of the CEO.
• Organize and prepare for meetings, ensuring all necessary documents are gathered and logistics are in place.
• Handle phone calls, take messages, and provide relevant information to callers.
• Prioritize and respond to emails promptly and effectively.
• Coordinate travel arrangements and accommodation.
• Plan and coordinate various events and ensure all arrangements are well-managed.
• Maintain accurate records and documents.
• Create and format documents, letters, spreadsheets, and other materials.
• Assist in developing visually appealing presentation materials.
• Maintain the CEO's calendar and schedule of appointments.
• Attend meetings to record minutes and capture important information.
• Read and analyze incoming memos, reports, and submissions for distribution and action.
• File and retrieve corporate documents, records, and reports.
• Manage time off requests for the Leadership Team.
• Assist with customer procurement paperwork and website registration.
• Oversee administrative duties, ensuring the office operates smoothly.
• Provide regulatory paperwork support, ensuring compliance with relevant regulations.
• Proofread sales documents and materials to ensure accuracy and professionalism.

Required Education, Experience, and Qualifications:

• Five (5) years of experience in an executive support or administrative role in a professional office environment.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Customer-focused with a strong team-oriented mindset.
• Exceptional attention to detail and ability to thrive in a fast-paced environment.
• Proactive, adaptable, and able to generate innovative ideas.
• Strong organizational and time-management skills.
• Ability to handle sensitive and confidential information with utmost discretion.
• Self-motivated and capable of working independently and collaboratively.
• Flexibility to work extended hours when needed for projects and meetings.
• Technical proficiency with various office software and tools.

Working Conditions:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Positions self to install equipment, including under desks.
• Moves throughout the building to access files.
• Must be able to comprehend and follow written and oral instructions.
• Must be able to complete tasks even with frequent interruptions.
• Must be able to use discretion and independent judgment as needed.
• Must be able to speak clearly on the phone and to fellow workers.

Benefits

• Competitive Compensation Package
• Medical + Dental + Vision Coverage
• 401K + Company Match
• Life Insurance + Long Term Disability Coverage – 100% Company Paid
• Health Savings Account (HSA)
• Gym Reimbursement Program
• Tuition Reimbursement Program
• Wellness Check Program - Insurance Premium Discounts
• EAP Resources
• Paid Holidays
• Paid Time Off (PTO)

This job description should not be interpreted as an exhaustive list of responsibilities or as an employment agreement between the employer and the employee. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification and are subject to change as the needs of the employer and requirements of the job change. Any essential functions of this position will be evaluated as necessary should an employee/applicant be unable to perform the functions or requirements due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the employee/applicant when possible.

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