Executive Assistant and Office Administrator

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This is a full-time position for a local service company.  They are looking for a proactive individual with exceptional organizational skills, strong communication abilities, and a passion for supporting senior executives in a fast-paced environment. The position comes with an extensive benefits plan including 401(k), Dental Insurance, Employee discount, Health insurance, Paid time off, and Vision insurance.  Hours are flexible Monday through Friday 9 am-5 pm with 2+ hrs/day at home.  Pay is $70 – $75K based on experience.

Job Overview  

As an Executive Assistant, you will play a crucial role in providing high-level administrative support to the business and executive team. You will be responsible for managing schedules, coordinating meetings, handling correspondence, and ensuring the smooth functioning of daily operations. This role requires exceptional organizational skills, discretion, and the ability to handle sensitive information with accuracy and confidentiality. The Executive Assistant role also requires the ability to play a backup for the Office Administrator.

Responsibilities: 

• Manage executive calendars, schedule appointments, and coordinate meetings and travel

• Prepare and organize documents, reports, and presentations for executive review

• Coordinate and assist with special projects, events, and initiatives as directed by the executive(s)

• Assist in project coordination and follow-up on action items

• Anticipate the needs of the executive(s) and proactively handle tasks to ensure efficient workflow

• Provide support to other members of the executive team and perform other duties as assigned

• Handle incoming calls, emails, and inquiries with professionalism and efficiency

• Perform data entry tasks with precision and attention to detail

• Provide front desk support as needed, welcoming guests and directing inquiries

• Assist with proofreading documents to ensure accuracy and consistency

• Utilize Google Suite for document management and collaboration

• Familiarity with DocuSign for electronic document signing

• Field incoming calls/emails to quote, book, and dispatch trip reservations

• Act as back-up to Office Administrator

• Some evening/weekend rotation with Office Administrator

Skills:

• Proficient in Google Suite applications

• Strong computer literacy with the ability to adapt to new software quickly

• Microsoft Excel: 5 years (Required)

• Microsoft Business Programs: 5 years (Required)

• Experience with DocuSign for electronic signatures

• Excellent proofreading skills with a keen eye for detail

• Proficiency in data entry tasks and maintaining accurate records

• Previous experience in a management or administrative role preferred

• Ability to handle front desk duties professionally

• Strong project coordination skills with the ability to multitask effectively

• Associate Degree (Required)

• Executive Assistant: 3 years (Required)

• Familiarity with phone systems for managing calls efficiently

This is a full-time position for a local service company.  They are looking for capable, self-starters, with attention to detail and organization who will flourish in this company. The position has an extensive benefits plan including 401(k), 401(k) matching, Dental Insurance, Employee discount, Health insurance, paid time off, parental leave, and vision insurance.  The shift is Monday through Friday, 8-hour days with calls and emails during the evenings and weekends. Pay is $55,000 per year. 

Job Overview: 

The ideal Office Administrator is an energetic professional who does not mind wearing multiple hats. They are experienced in handling various administrative duties and executive support-related tasks and can work independently without supervision. Well organized, flexible, and enjoys organizational challenges. Must be available to answer phone calls during evening hours and weekends. Those with experience in hospitality/concierge, office management, or DOT compliance will find a perfect fit for this position.

Responsibilities: 

• Answering Phones

• Taking Reservations

• Responding to Quote Inquiries

• Driver Scheduling

• Trip Dispatching

• Data Entry

• Responding to Emails

• Processing Payments

• DOT compliance

Requirements:

• Computer skills and knowledge of office software packages, specifically Microsoft Office

• Superior customer service and phone communications are a must

• Proven office management, administrative, or assistant experience

• Excellent time management skills and ability to multitask and prioritize work

• Attention to detail and problem-solving skills are vital in this position

• Excellent written and verbal communication skills

• Strong organizational and planning skills

• HR, DOT compliance, and QuickBooks skills are preferred but not required