Executive Assistant

Jobtailor; North Carolina; On-site; USD 52,000 - 70,000; Full time

Job summary

Jobtailor in North Carolina is seeking an experienced administrative professional to support executives and manage office operations. This role requires organizing workflow, preparing complex correspondence, and maintaining calendars and travel arrangements.

The ideal candidate will have strong communication, discretion, and at least five years of admin support experience, including two years with executive-level management; CPS or CAP designation is preferred.

Qualifications

• Excellent oral, written and interpersonal communication skills.
• Five years of administrative support experience, including two years supporting executive-level management.
• Or an equivalent combination of education and experience.

Responsibilities

• Organizes flow of work by prioritizing correspondence for executives.
• Prepares complex or routine documents from drafts or instructions.
• Acts as liaison between executives, managers and visitors; manages calendars and travel.
• Maintains office supplies, processes invoices, and supports budgeting.
• Maintains filing systems and confidential records; audits and purges files.
• Provides support for department operations and staff training.
• Supports leadership with meetings and company events.
• Performs other duties as required.

Skills

Communication skills

Interpersonal skills

Discretion & diplomacy

Education

High School Diploma or Equivalent

Job description

Responsibilities

• Organizes flow of work by reviewing correspondence and determining importance before distributing to executives or redirecting to the appropriate management team for feedback or response; answers questions and furnishes information to keep executive’s time free of minor detail work
• Prepares a variety of complex, sensitive, or routine correspondence on own initiative from drafts or verbal instruction, such as memos, letters, articles, reports, proposals, charts, etc.; prepares and processes routine forms, documents, requisitions, purchase orders, transmittal forms, etc., following standard procedures, and responds to inquiries
• Serves as a liaison between executives, managers, and visitors as required; reviews requests and schedules appointments; resolves problems requiring in-depth knowledge of company policies and procedures and projects in progress; receives, screens, and routes incoming telephone calls, places calls, receives visitors, arranges appointments, and maintains the executive calendar; coordinates travel arrangements and schedules meetings, prepares agendas and materials for presentations, and takes and prepares meeting minutes
• Maintains inventory levels of office supplies and initiates purchase orders as necessary; reconciles invoices and maintains current expense and balance records against budgeted dollars; provides administrative assistance to the management team by compiling data for and developing the department’s budget; submits travel and other expenses for payment or reimbursement
• Maintains effective and accurate filing systems that provide a quick reference database of records including, but not limited to, time sheets, statistical and financial reports that show the department’s accomplishments, productivity levels, operating cost, etc.; releases information according to company policies and procedures; audits files at specific intervals to identify and purge outdated or unnecessary items, and ensures confidentiality of records
• Provides administrative support related to the operational functions of the department and assists with the training and development of subordinate secretaries and other administrative staff
• Support leadership team through coordinating divisional/departmental meetings and events as well as supporting company events including Employee Appreciation Week, holiday celebrations, etc.
• Performs other duties as required

Qualifications

• Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) designation (preferred)
• Excellent oral, written and interpersonal communication skills to interact effectively and exercise discretion, judgment, and diplomacy when dealing with internal and external customers, and senior and executive management
• High School Diploma or Equivalent
• Five years of administrative support experience, including two years supporting executive-level management
• Or an equivalent combination of education and experience