Executive Assistant (Part-Time)

Schedule: Monday - Friday, 20hrs a week

POSITION SUMMARY:
The executive assistant will support the organization’s senior level management with scheduling, prioritizing, responding to requests, answering and returning phone calls; organizing documents; maintaining records; and other related tasks.

To be successful in this role, the executive assistant should be well-organized, have great time management skills and be able to act without guidance.

PRIMARY DUTIES AND RESPONSITBILITES:


* Act as the point of contact among executives, employees, customers, and other external partners.


* Serve as Board Secretary – coordinating Board meetings, preparing agendas, gathering records and documents, taking minutes, and maintaining records in a neat and orderly manner.


* Manage information flow in a timely and accurate manner.


* Manage executives’ calendars and set up meetings.


* Make travel and accommodation arrangements.


* Prepare weekly, monthly or quarterly reports.


* Act as an office manager by keeping up with office logistics.


* Format information for internal and external communication with various stakeholders.


* Take minutes during meetings.


* Screen and direct phone calls and distribute correspondence.


* Organize and maintain the filing system.


* Collaborating with colleagues in obtaining and providing information for various business operations, such as insurance renewals, worker compensation records, electronic file feeds, support for medical insurance open enrollment, support for training and development in various areas.


* Coordinate corporate office general operational needs.


* Coordinate corporate event with internal and outside parties.


* Enhances division and organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.


* Other tasks directed by the Vice President and Senior Management.

QUALIFICATIONS AND REQUIREMENTS:


* Bachelor’s degree in Business Administration or related field


* Minimum 3 years relevant work experience


* Work experience as an Executive Assistant, or similar role


* Excellent MS Office knowledge


* Outstanding organizational and time management skills


* Strong communication skills both orally and in writing.


* Ability to communicate in a clear and concise manner


* Adaptable and quick to pivot on tasks


* Strong business acumen.

SKILLS AND EXPERIENCE:


* Ability to make decisions and solve problems quickly.


* Ambitious and target focused with a drive to succeed.


* Ability to use discretion and maintain confidentiality amongst colleagues.


* Strong attention to detail.


* Ability to read and interpret information and apply to our industry.


* Extensive working knowledge of MS Office package to use technology to remain effective and efficient.


* Ability to practice cont...