Website V-Soft Consulting
We are seeking an Executive Assistant for our growing organization. As the Executive Assistant for V-Soft you will provide high level support for the President and other executives in a timely and professional manner. Main focus will be supporting and addressing the needs of the President. To be successful in this role, you should be proactive, meet deadlines, and communicate effectively. Occasional work on projects with other members of the management team, and with President’s other business entities as assigned.
(As defined under the Americans with Disabilities Act, these include the following responsibilities, minimum job knowledge, skills, and abilities. This is not necessarily an all-inclusive listing. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.)
Executive Assistant Functions:
High level and quality administrative support, including preparing documents, handling correspondence, and organizing daily calendars
Coordinate meetings between the President and others within and outside the company
Keep the President’s calendar up to date to reflect all meetings, calls, conferences, and events
Manage phone calls, emails, and inquires for the President
Acting as the point of contact between executives, employees, clients, vendors, and providers
Plan, organize and implement events, such as meetings, business luncheons, or client dinners
Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings
Perform clerical duties, take memos, prepare reports, presentations, data, maintain files, organize and collect documents, and correspondences
Handle confidential information
Prepare information and research for executive needs
Draft important company-wide announcements coming from the President and other executives
Facilitate internal communications (e.g. distribute information and schedule presentations)
Suggest more efficient ways to run the office and troubleshoot malfunctions
Assist with coordinating travel arrangements, prepare itineraries, and plan logistics for the President
Point of contact for office maintenance requests (workspeed), and property management (TIERREIT) of our office (vendor certificate of insurance requests, scheduling use of conference rooms, security, etc.)
Other duties as assigned
Education and Experience
Bachelor’s Degree or equivalent experience
A minimum of 3-5 years of experience an administrative support function
Excellent written and verbal communication skills
Knowledge and Skills
Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software
Strong organizational skills with an ability to think proactively and prioritize multiple tasks seamlessly with a strong attention to detail
Exceptional interpersonal skills and ability to build relationships with stakeholders
Ethical Conduct & high level of confidentiality
Ability to communicate in an effective manner across multiple levels of organization
Self-motivate individual who exhibits sense of urgency in all related activities with the ability to work under pressure, achieve high level of performance, and meet deadlines in a fast-paced environment
Energetic and eager to tackle new projects and ideas
Demonstrated success working in a fast-paced, highly competitive environment where your success is measured by the quality of your service
Flexibility to adapt to a changing environment
Attention to detail
This position holds no formal supervisory authority.
This position operates largely in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; use hands and fingers, handle or feel; and reach with hands and arms.
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stoop as necessary. This position requires the ability to occasionally lift office products and supplies up to 30 pounds.
Position Type/Expected Hours of Work:
This is a fulltime on-site position. Employee must be available Monday – Friday, 8:00 a.m. – 5:00 p.m.
Except for emergencies or unusual circumstances, the job duties and responsibilities should be carried out during an 8-hour workday and/or 40-hour work week.
This position may require minimal local travel, and you will be reimbursed for travel expenses.
Other Duties Disclosure:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
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