Executive Administrative Assistant

Rob Levine & Associates LTD; Providence (RI); Remote; USD 50,000 - 70,000; Full time

Job summary

A prominent law firm in Rhode Island is seeking a highly organized Executive Administrative Assistant to enhance the effectiveness of the executive team. This remote position involves creating agendas, taking detailed meeting notes, and managing project tasks. Candidates must have a Bachelor's degree and proven project coordination experience. Strong communication and organizational skills are essential for success in this dynamic role.

Qualifications

• Bachelor's degree in business or a related field.
• Experience in task or project coordination is essential.
• Organizational and communication skills must be exceptional.
• Familiarity with project management tools is required.
• Must thrive in a collaborative, fast-paced environment.

Responsibilities

• Craft comprehensive agendas for meetings.
• Participate actively in meetings and take notes.
• Create and distribute task lists with due dates.
• Maintain updates in Monday.com to track project status.
• Attend meetings and maintain organized documentation.

Skills

Exceptional organizational skills

Strong communication skills

Proficient in task management software

Ability to work collaboratively

Education

Bachelor’s degree in business or related field

Tools

Monday.com

SharePoint

Job description

Description

We are actively seeking a highly organized and proactive Executive Administrative Assistant to bolster our executive team's effectiveness. As the Executive Administrative Assistant, you will be responsible for meticulously crafting comprehensive agendas, attending meetings, taking detailed notes, and managing task lists to ensure the smooth execution of activities and projects. If you thrive in a dynamic environment, possess excellent organizational skills, and have a keen eye for detail, we invite you to be a vital part of our collaborative team.

This role is a remote position.

Responsibilities

• Craft comprehensive agendas for all meetings, ensuring clarity on discussion topics, objectives, and allocated time, promoting efficiency and meaningful collaboration.
• Actively participate in meetings, ensuring all agenda points are covered.
• Take thorough and accurate notes during meetings, capturing key decisions, action items, and important discussions.
• Create task lists with clear due dates for each task, ensuring comprehensive coverage of project requirements.
• Distribute task lists to assigned team members, fostering accountability and clarity.
• Proactively follow up with all relevant parties to ensure tasks are completed on schedule.
• Address any challenges or roadblocks hindering timely task completion.
• Maintain Monday.com with daily updates, providing real-time visibility into project progress.
• Provide valuable support in project management by attending project meetings, keeping track of important milestones and deadlines.
• Attend MasterMind In-Person meetings, take comprehensive notes and build presentations as required.
• Save all relevant documents and ensure the SharePoint platform is consistently updated.
• Maintain organized and accessible project documentation.
• Ensure confidentiality and discretion in handling sensitive information.

Requirements

• Bachelor’s degree in business or a related field.
• Proven experience in task or project coordination.
• Exceptional organizational and communication skills.
• Proficient in project management or task management tools and software.
• Ability to work collaboratively in a fast-paced environment.