Executive Assistant

GWC Capital; Orem (UT); On-site; USD 55,000 - 75,000; Full time

Job summary

GWC Capital is seeking an Executive Assistant to provide comprehensive administrative support to designated executives. The role focuses on complex scheduling, communication oversight, and precise recordkeeping to ensure efficient operations.

You will draft executive correspondence, prepare reports, and manage confidential information with discretion. Duties include calendar management, meeting coordination, and interaction with external stakeholders in a professional environment.

Qualifications

• High School diploma or GED required.
• Associates degree preferred.
• Strong time management and organizational skills.
• Excellent written and verbal communication.
• Ability to handle confidential information.
• Proficiency with Microsoft Office and related tools.

Responsibilities

• Act as the primary contact for external stakeholders.
• Manage executive calendar and travel arrangements.
• Prepare agendas and distribute meeting minutes.
• Draft and edit executive correspondence and reports.
• Oversee filing and document retention.
• Support office budgeting and timecard processes.
• Greet visitors and coordinate office events.

Skills

Dependable

Communication skills

Organized

Draft letters

Filing & records

Deadline oriented

MS Office

Education

High School diploma or GED

Associates degree preferred

Tools

Microsoft Office

Job description

Overview

Description:

The Executive Assistant performs various administrative duties and provides support to designated executives. Primary duties include managing complex schedules, overseeing companywide communication, creating and maintaining accurate records, and preparing reports and other written documents.

Job Responsibilities:

General clerical duties

• Act as primary point of contact for external stakeholders and represent the executive in their absence.
• Respond to and resolve administrative inquiries and questions.
• Prioritize, filter, and handle communications, confidential information, and correspondence.
• Draft and edit executive correspondence and prepare presentations.
• Retrieve information as requested from records, emails, minutes, and other related documents; prepare written reports or summaries of data when needed.
• Maintain filing systems as assigned.

Department meeting oversight

• Make decisions on behalf of the executive regarding appointments, meeting arrangements and sensitive data with minimal oversight.
• Proactively manage the executive's calendar, including scheduling meetings, coordinating travel arrangements, and anticipating potential conflicts.
• Prepare agendas and schedules for meetings.
• Record and distribute minutes or other records for meetings.

Office management

• Maintain office supplies and coordinate maintenance of office equipment.
• Review weekly timecards where applicable and submit to payroll in accordance with designated processes.
• Oversee and manage executive budgets, including expense reports and reimbursements.

Customer interaction

• Answer and transfer phone calls, screening when necessary.
• Welcome and direct customers, staff, and visitors.
• Oversee the coordination of office parties and awards to ensure continuation of a strong culture.
• Other Duties as assigned.

Knowledge, Skills, and Abilities:

• Dependable and punctual, able to excel with minimal supervision.
• Excellent communication skills as well asstronginterpersonal and relationship skills.
• Highly organized and detail oriented.
• Ability to draft, revise, and edit letters.
• Filing and record keeping skills.
• Ability to work towards and reach deadlines.
• Strong computerproficiencywitha working knowledge of Microsoft Office products.

Education and Certificates:

• High School Graduate or GED.
• Associates degree preferred.

Physical Requirements:

• Sedentary work, requiring lifting up to 10lbs.
• Repetitive motion associated with operating a computer and other office equipment.
• Inside, climate-controlled working conditions.