Executive Assistant

Staffers Inc.; Ridgeland (MS); Hybrid; USD 38,000 - 46,000; Full time

Job summary

Staffers Inc. in Mississippi seeks an Administrative Assistant III to support an executive and the department. The role is hybrid: in-office two days weekly and remote for the remaining days.

You will prepare presentations, manage schedules, assist on projects and travel, and handle records with discretion. Ideal candidates will have a high school diploma, 3–5 years of administrative experience, and proficiency in Word, Excel, PowerPoint, Outlook, Visio and Adobe Acrobat Pro.

Qualifications

• High school diploma is required.
• Associates degree in business or related field or equivalent years of work experience is preferred.
• Three to five (3 to 5) years of administrative experience is required.

Responsibilities

• Compose and prepare advanced business presentation documents and spreadsheets.
• Assist with special projects, conduct research, compile data and maintain records.
• Compose correspondence related to administrative matters and general office policies for executive approval.
• Gather and prepare reports for consideration and approval by executive.
• Answer telephone calls, provide information, direct calls or take messages concerning matters related to the department.
• Schedule and maintain calendar of appointments and meetings; secure meeting rooms and prepare agendas.
• Anticipate and prepare materials for conferences, correspondence, appointments, meetings, and calls.
• Coordinate travel arrangements for the executive and prepare itinerary.
• Coordinate and prepare expense reports.
• Attend meetings, record minutes and prepare for distribution.
• Establish and file documents, records and reports; maintain confidentiality and professionalism.
• Maintain high-level knowledge of department activities and provide timely responses.

Skills

Communication skills

Teamwork

Time management

Attention to detail

Education

High school diploma

Associates degree in business or related field preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Visio

Adobe Acrobat Pro

Job description

The Administrative Assistant III is responsible for meeting the administrative needs of their executive and assigned organization within the company. This is a hybrid position, required to be in the Mississippi office two days per week, other 3 days are remote.

Essential Functions:

• Compose and prepare advanced business presentation documents and spreadsheets
• Assist with special projects, conduct research, compile data and maintain records
• Compose correspondence related to administrative matters and general office policies for executive approval
• Gather and prepare reports for consideration and approval by executive
• Answer telephone calls, provide information, direct calls or take messages concerning matters related to the department
• Schedule and maintain calendar of appointments and meetings. Make necessary arrangements such as securing meeting rooms and preparation of agendas
• Anticipate and prepare materials needed for conferences, correspondence, appointments, meetings, telephone calls, etc.
• Coordinate and secure travel arrangements for the executive and prepare itinerary
• Coordinate and prepare expense reports
• Attend meetings record minutes and prepare for distribution
• Establish and file a variety of documents, records and reports
• Maintain high-level knowledge of department activities
• Prepare responses to correspondence containing routine inquiries
• Perform any other job duties as requested

Education and Experience:

• High school diploma is required
• Associates degree in business or related field or equivalent years of work experience is preferred
• Three to five (3 to 5) years of administrative is required

Competencies, Knowledge and Skills:

• Proficient in Microsoft Office Suite to include Word, Excel, PowerPoint, Outlook, Visio and Adobe Professional
• Excellent written and verbal communication skills
• Ability to work independently and within a team environment
• Effective listening and critical thinking skills
• Effective problem solving skills with attention to detail
• Strong knowledge of general office practice
• Ability to balance multiple priorities and to work under tight deadlines while providing consistent and professional service
• Ability to perform administrative and clerical duties with speed and accuracy without immediate and constant supervision
• Accurate and efficient typing skills
• Excellent interpersonal skills and high level of professionalism
• Maintain complete confidentiality, possess a professional demeanor, and exercise discretion at all times