Executive Assistant

We are looking for a highly organized and detail-oriented Executive Assistant to join our team. This role is perfect for someone who thrives in a fast-paced environment and enjoys taking on a variety of administrative and organizational tasks. The ideal candidate will provide executive support across various functions, including calendar management, communication handling, travel arrangements, and more.

Responsibilities:

• Calendar Management: Schedule and organize meetings, appointments, and events for the executive team.
• Communication Handling: Screen and respond to emails, phone calls, and other communication forms as requested by executives.
• Travel Arrangements: Plan and book travel (flights, hotels, transportation) for business trips, ensuring all logistics are in place and the executive’s time is managed efficiently.
• Meeting Preparation: Organize meetings by setting agendas, preparing materials, taking minutes, and following up on action items.
• Document Management: Handle confidential documents, prepare reports, and draft correspondence or presentations as needed.
• Research and Special Projects: Conduct market research, prepare reports, or assist with detailed projects.
• Event Planning: Coordinate corporate events, conferences, and team-building activities.
• Expense Tracking: Manage and reconcile executive team expenses, enter information into LuminLogic, and assist with budgets and financial reports.
• Liaising: Communicate with other staff members, clients, and external stakeholders to ensure smooth operations.
• Task Management: Help prioritize and manage the executive team’s to-do list, ensuring deadlines are met and tasks are completed.
• Document Formatting: Properly format documents, create PDF forms, and manage electronic documents within LuminLogic.
• Project Tasks: Ensure employees are assigned their project tasks and update task dates, marking completed tasks.
• Time Tracking: Confirm employees enter their time daily on their projects.
• Invoicing: Format invoicing sheets and add rounding calculations for client sheets, preparing them for review and adjustment by management.
• Meeting Minutes: Take meeting minutes and post them for future reference, sending reminders for action items.
• Other Project Support: Create agendas for meetings, audits, etc.
• Inventory Management: Help order office supplies and maintain inventory.
• LuminLogic Support: Assist with learning and supporting LuminLogic, including document management, demo cleanups, and initial setup for new clients.

Qualifications:

• Previous experience as an executive assistant or in a similar administrative role.
• Strong organizational and multitasking skills.
• Proficient in Microsoft Office Suite and experience with software like LuminLogic.
• Excellent communication skills, both written and verbal.
• Ability to handle confidential information with discretion.
• Self-motivated with the ability to prioritize tasks and meet deadlines.
• A team player with a strong attention to detail and problem-solving abilities.

If you are a proactive, adaptable individual with excellent organizational skills and the ability to support senior leadership efficiently, we encourage you to apply.

We are looking for a highly organized and detail-oriented Executive Assistant to join our team. This role is perfect for someone who thrives in a fast-paced environment and enjoys taking on a variety of administrative and organizational tasks. The ideal candidate will provide executive support across various functions, including calendar management, communication handling, travel arrangements, and more.

Responsibilities:

• Calendar Management: Schedule and organize meetings, appointments, and events for the executive team.
• Communication Handling: Screen and respond to emails, phone calls, and other communication forms as requested by executives.
• Travel Arrangements: Plan and book travel (flights, hotels, transportation) for business trips, ensuring all logistics are in place and the executive’s time is managed efficiently.
• Meeting Preparation: Organize meetings by setting agendas, preparing materials, taking minutes, and following up on action items.
• Document Management: Handle confidential documents, prepare reports, and draft correspondence or presentations as needed.
• Research and Special Projects: Conduct market research, prepare reports, or assist with detailed projects.
• Event Planning: Coordinate corporate events, conferences, and team-building activities.
• Expense Tracking: Manage and reconcile executive team expenses, enter information into LuminLogic, and assist with budgets and financial reports.
• Liaising: Communicate with other staff members, clients, and external stakeholders to ensure smooth operations.
• Task Management: Help prioritize and manage the executive team’s to-do list, ensuring deadlines are met and tasks are completed.
• Document Formatting: Properly format documents, create PDF forms, and manage electronic documents within LuminLogic.
• Project Tasks: Ensure employees are assigned their project tasks and update task dates, marking completed tasks.
• Time Tracking: Confirm employees enter their time daily on their projects.
• Invoicing: Format invoicing sheets and add rounding calculations for client sheets, preparing them for review and adjustment by management.
• Meeting Minutes: Take meeting minutes and post them for future reference, sending reminders for action items.
• Other Project Support: Create agendas for meetings, audits, etc.
• Inventory Management: Help order office supplies and maintain inventory.
• LuminLogic Support: Assist with learning and supporting LuminLogic, including document management, demo cleanups, and initial setup for new clients.

Qualifications:

• Previous experience as an executive assistant or in a similar administrative role.
• Strong organizational and multitasking skills.
• Proficient in Microsoft Office Suite and experience with software like LuminLogic.
• Excellent communication skills, both written and verbal.
• Ability to handle confidential information with discretion.
• Self-motivated with the ability to prioritize tasks and meet deadlines.
• A team player with a strong attention to detail and problem-solving abilities.

If you are a proactive, adaptable individual with excellent organizational skills and the ability to support senior leadership efficiently, we encourage you to apply.