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Executive Assistant/Office Administrator

Company: Confidential
Location: Casper
Posted on: June 12, 2021

Job Description:

Summary:

The role of the Executive Assistant is to perform a variety of project management, administrative and operational duties within the agency. This individual is responsible for providing support to the CEO, Marketing and Business Development Manager. Must have 5+ years of experience with reception duties, calendar management, customer service, data-management and more. Must love the Casper area.


Responsibilities:


Reception duties, including answering phones and being point of contact for clients and vendors

Manage vendor relationships, copier, IT, landlord, cleaning and other services

Order/manage office supplies

Office postage and shipping, including distribution of incoming mail

Assist with event planning

Aid CEO in preparing for meetings with clients

Organize the shared drive of files

Provide full administrative support to the executive

Own calendar and schedule management, anticipating needs and proactively and effectively managing the executive's time accordingly while prioritizing customer and partner meetings

Ensure that requests are responded to in a timely manner and using best judgment to assist in making decisions without supervision when applicable

Screen and manage phone and email inquiries and requests

Plan all internal and external meetings for the organization; manage the agenda, logistics, presentations, follow-up, and any other associated action items

Prepare and review expense reports

Coordinate travel arrangements, managing complex itineraries and booking flights, hotels, ground transportation, etc.

Help compose and edit presentations and documents for senior management, events, and customer meetings

Manage and track key projects and deadlines and monitor deliverables on behalf of the executive, e.g., yearly performance reviews, quarterly bonus allocations, all-hands calls and meetings, sales kickoffs, and partner conferences

Maintain deep knowledge of company operations, policies, and procedures and Software

Work cross-functionally in preparation for company meetings, organizational communications, etc.

Effectively manage the details of highly confidential and critical company projects

Perform routine administrative and logistical duties, like answering calls and correspondence, bank deposits, data management, filing, copying, faxing, etc.

Maintain forward facing community events calendar


Required Skills


5+ years of experience working as an executive assistant

Proven ability to prioritize, handle multiple tasks, and meet deadlines in a fast-paced environment while maintaining high attention to detail

Solid work ethic and positive attitude; ability to work as part of a team

Demonstrated ability to manage multiple projects and tasks with solid analytical skills

Experience creating presentations and excellent written and verbal communication skills

Proven experience ensuring that the executive's calendar is properly managed to maximize the effective use of their time, allocating time to critical areas as needed

Experience monitoring and tracking impending deadlines

Proven ability to work on your own and display ingenuity in anticipating and handling situations that may arise

Experience with new hire onboarding preferred

Some human resources experience preferred

Keywords: Confidential, Casper , Executive Assistant/Office Administrator, Other , Casper, Wyoming

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