Administrative Assistant

We are currently seeking an Administrative Assistant to assist in the daily operations for an executive. This position requires strong organizational skills, an extremely proactive nature, resourcefulness and creative problem-solving skills with a willingness to go the extra mile to solve any issue. This assistant must anticipate the needs of a high-level executive and facilitate smooth operation of their daily needs. This role is 100% remote (and ideally based in the Pacific or Mountain time zone.)

Responsibilities 

• Coordinate and manage the executive’s personal and work calendars
• Oversee arrangements of personal & business travel and other accommodations, including comprehensive and detailed itineraries
• Responsible for a system of follow-up on all outstanding internal and external scheduling and miscellaneous issues
• Determine importance of meeting requests and schedule accordingly
• Handle heavy volume of incoming and outgoing calls
• Be versed in dealing and interacting with other high-level executives both internal and external to the company
• Coordinate meetings, appointments and organize materials
• Provide updates and comprehensive information to executive as needed

Requirements

• Bachelor’s degree required; minimum of 5 years previous administrative support
• Must be available and flexible for after-hours tasks, as well as periodic weekend telephone coverage
• Fluency in Microsoft Office suite (Outlook, Word, PowerPoint, Excel)
• Communication skills must be stellar; ability to interact with individuals at all levels of the organization
• Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy
• Accuracy, thoroughness, extreme attention to detail, and efficiency
• Ability to work in a fast paced environment with demonstrated ability to multi-task and to juggle multiple competing tasks and demands. Need high energy and assertive nature
• Have a failsafe method of follow up for all items
• Must have knowledge of a variety of computer software applications, spreadsheets, and presentation software (Outlook, Word, PowerPoint, Excel.)
• Core business hours are Monday thru Friday, 9:00amPT to 6 pmPT, however this assistant must be able to be flexible and available during non-core hours, including weekends.