Executive Administrative Assistant

Job description

We are looking for an extremely qualified candidate to support two dynamic executives and manage vital tasks such as compiling and distributing reports as scheduled, research, organizing travel accommodations, event planning and coordination, and other organizational tasks.

The ideal candidate will posses a positive spirit and a deep understanding for this role as it pertains to others. This position requires a highly organized individual with a firm professional presence. Patience is appreciated, but this individual must understand and identify the company's core priority's and be able to rise to the occasion.

To do this role properly the candidate should be timely and able to meet hard deadlines. In addition, be extremely efficient at solving big problems. This position requires keen attention to detail, so this individual will need to have precise oral and written communication skills and be excellent at communicating verbally and effectively.

Solid experience as an executive or administrative assistant is required. Experience in marketing/web design is a bonus but not required. Bi-lingual candidates are encouraged to apply. This position reports directly to the CEO and CFO.

*Must meet all State of Wisconsin certification requirements:

CPR and/or AED (not required)

Pass both State & Federal Background checks

*Experience

Years of experience: 5-10 yrs (verified)

3-5 professional references (verified)

**Responsibilities:

Develop functional systems for keeping executives efficient

Managing schedules and calendaring on a daily basis

Maintaining critical office supplies and equipment, i.e postage

Maintain and update files and forms for regulating agencies, business matters, vendors and accreditation

Collect, distribute and send executives mail and packages

Work with management to establish critical systems for supporting the overall team

Research and prepare information required for projects, strategies and initiatives for executive review

Prepare financial statements, reports, memos, invoices, various letters, and other important documents

Screen calls and deliver adequate messages

Compile information collected from research and create reports or presentations accordingly

Handle minimal bookkeeping tasks, organizing documents for accounting and distributing financial reports

File and retrieve company records, documents, and reports

Help prepare for meetings including scheduling space, organizing agendas, and hosting guests

Accurately record minutes from meetings

Coordinate company events, meetings and trainings

Communicate with team leaders on a daily basis to sustain program functionality

Implement the initial hiring process for new hire candidates

Audit files for children and staff

Communicate with customers on an as needed basis

Greet visitors and establish priority for meeting with executives

Maintain full vendor and inventory lists

Use various software, including word processing, spreadsheets, databases, and presentation software to accomplish tasks

Supervise front-office team and oversee front-end operations

Read and analyze incoming memos, submissions, and distribute them as needed

Prepare and organize travel arrangements for executive business trips

Perform office duties that include ordering supplies and managing inventory records

Create original templates and forms

Open, sort and distribute incoming faxes, emails, and other correspondences

Collaborate with operations manager and staff supervisors on new hire training

Provide general administrative support throughout the main office

Expectations:

A showcase of exemplary customer courtesy and a team player, with solid focus and drive

Provide a proactive approach to problem-solving with strong decision-making skills

Ability to organize daily workloads by priorities

Proven experience as an executive assistant or other relevant administrative support experience

Can meet deadlines in a fast-paced quickly changing environment

Must be a fast learner, able to take initiative and is a true self-starter

Experience as a virtual phone assistant, virtual applications and virtual scheduling

Occasional travel both locally and nationally

Able to lift 20-30 lbs

Be flexible and able to commit to sudden changes in scheduling

Maintain professionalism and be pleasant to work with

Requirements:

High School Diploma or higher

5+ years continuous experience

Master skills with Microsoft office and iOS office applications

Experience in Procare Software or similar management system

Excellent computer skills, especially typing speed and communications

Highly creative and exceptional attention to detail

Bilingual or Multilingual (preferred not required)

Additional Information: College Education in business (preferred; not mandatory), Bi-lingual (preferred; not mandatory). Previous child care experience in a program with 50+ children (preferred; not mandatory)