Executive Assistant

Blackthorne Consulting; United States; Remote; USD 60,000 - 80,000; Full time

Job summary

Blackthorne Consulting is seeking an Executive Assistant to support the executive team. The role requires handling confidential information with discretion, managing calendars, coordinating travel and events, and drafting correspondence.

Strong communication and an ability to work fast-paced environments are essential. Ideal candidates will have 2+ years supporting executives, proficiency with MS Office, and experience coordinating domestic travel and multi-vendor events.

Qualifications

• NCEA Level 2 required.
• 2+ years direct support to an executive leader or leadership staff.
• 2+ years experience with MS PowerPoint, Excel, Outlook and Word.
• 2+ years coordinating domestic travel.
• 2+ years coordinating/managing events with multiple third-party vendors.

Responsibilities

• Handle sensitive communications and information with confidentiality and discretion.
• Schedule appointments and maintain calendars for executive team members.
• Answer phones, emails and take messages.
• Take accurate notes at meetings.
• Run errands as requested.
• Plan travel for the CEO and executive team, including flights and hotels.
• Coordinate events and speaking engagements.
• Draft emails and letters.
• Coordinate travel vendors and ensure travel/expense reporting; manage event logistics.
• Work independently with minimal direction and align management priorities.
• Create weekly management updates.
• Other project work as assigned.

Skills

Executive support

Calendar management

Travel planning

Communication

Discretion confidentiality

Education

NCEA Level 2

Tools

MS PowerPoint

Excel

Outlook

Word

Job description

Lookingfor an Executive Assistantto support ourexecutive team. Competitive salary,bonusand benefits package. Looking for an EA that can handle sensitive business communications, data and other information with professionalism, confidentiality, and discretion, and that is comfortable interacting with other EAs and executives. Looking for someone enthusiastic with a positive outlook and “can-do” attitude.

Responsibilities

• Handle sensitive business communications, data and other information with professionalism, confidentiality, and discretion, both internally with employees and externally with clients and candidates.
• Schedule appointments and meetings and closelymaintaincalendars forexecutive team members.
• Answer phone calls,emailsand take messages.
• Takeaccurateand comprehensive notes at meetings.
• Run errands as requested.
• Plan travel, including flights, accommodations, and ground transportation forthe CEO(business and personal travel) and executive team members.
• Coordinate events,includingwriting and speaking engagements.
• Draft correspondence such as emails and letters.
• Maintainstrong communicationand collaboration with travel vendorsregardingtravel arrangements and ensure prompt andaccuratecompletion of travel and expense reporting. Event planning including coordination and management of eventslogisticsincluding hotel, food, and transportation.
• Utilizestrongunderstandingof company operations, policies, and department functions to perform assigned duties, and work proactively and independently with minimal direction.
• Create and maintain weekly updates to management to ensure performance and priorities are aligned.
• Other project work, as assigned.

Required Qualifications:

• NCEA Level 2
• 2 years of experience to include direct support of executive leader or leadership staff
• 2 years of experience with varioussoftware programs including MS PowerPoint, Excel,Outlookand Word.
• 2 years of experience coordinating domestic travel
• 2 years of experience coordinating/managing events including multiple 3rd party vendors, transportationlogisticsand other event planning requirements.

Preferred Qualifications:

• University degree preferred
• Handle multiple tasks simultaneously and autonomously
• Work efficiently and effectively in afast pacedenvironment
• Demonstrate executive presence,maturityand sound judgment, along with the ability tomaintaina high degree of confidentiality
• Strongproblem solvingskills including ability to proactivelyanticipaterequirements and identify/mitigate potential issues before they occur
• Detail orientated withexpertiseestablishing/maintaining organized administrative processes and systems
• Ability toeffectively and comfortably communicate with internal and external customersfrom diverse cultural backgrounds
• Enthusiastic with a positive outlook and “can-do” attitude
• Willing to work extended hours as needed
• Strong written/oral communications skills, includingproficiencywithtimelyconsolidation and distribution of reports and meeting agendas, minutes, action items, etc. Writing samples will berequiredprior to interview.