Job Description :

An Executive Assistant provides comprehensive support to corporate executives including scheduling and planning meetings or events, coordinating travel, preparing and maintaining expense reports, preparing business letter correspondence, and effectively managing all essential tasks using excellent organizational and communication skills.

As an Executive Assistant, you must be able to work a flexible schedule to accommodate travel logistics, international time-zones and / or special requests.

Essential Duties and Responsibilities :

Recommend, coordinate, and schedule national and international travel accommodations for members of the department to meet their business and personal needs via a travel agency or online scheduling system

Prepare and maintain expense reports using the SAP system to reimburse employees for company expenses, while keeping in constant communication with our Madrid office to ensure the proper process is being followed

Coordinate calendar availability for internal and external attendees to schedule meetings, conference calls, business meals, and catering utilizing Outlook calendar or via phone, keeping in mind various time zone differences

In charge of all aspects and logistics of the preparation and excetuion of executive meetings including full management and delivery of catering, agendas, clean-up, and other duties as needed

Perform general clerical duties for the department to include but not limited to office organizational filing and file system maintenance, photocopying, faxing, scanning, mailing, binding presentations, lunch-time phone coverage and assisting with the filing of deadline-driven proposals as needed

Prepare, and execute business letter correspondence on behalf of their needs as generally dictated, and maintain tracking database of incoming and outgoing business letters that require or have initiated correspondence

Communicating with vendors, requesting proposals, negotiating pricing, and assist in finalizing all details and arrangements for such events

Arrange, schedule, and secure conference speaking opportunities for the executives, providing photo, bio, and other information while coordinating networking opportunities during conferences with other attendees using Outlook email or phone

Develop and maintain relationships with other internal and external assistants to secure future meetings, calls, and events

Organize, restock, replenish and the conference rooms and break room as needed

Serve as back-up to the administration team as needed

Perform other duties and responsibilities as assigned

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required to fulfill those duties.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High school diploma or GED required, bachelor’s degree preferred

4 to 7+ years of experience with coordinating events, calendars, travels arrangements, expense reporting, office management, and administrative duties

Proactively and effectively manage tasks and strict deadlines with independence

Ability to interact with executives, upper-level managers, and external vendors

Must be able to multitask, problem solve and implement innovative processes within a fast-paced environment

Superior organizational and planning skills

Superior writing and verbal communication skills, particularly technical report writing skills

Must be able to demonstrate computer proficiency, especially with Microsoft Excel, Outlook calendar, Word and PowerPoint and other PC based programs

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

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.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be able to work a flexible schedule to accommodate executive request such as logistics on travel

The noise level in the work environment is usually quiet

Must be comfortable spending large periods of time speaking over the phone

The employee must occasionally lift and / or move up to 10 pounds

Specific vision abilities required by this job include the ability to adjust focus, as necessary to use a computer

While performing the duties of this job, the employee is regularly required to talk or hear

The employee is frequently required to stand, walk and sit

cintra #United States of America #associate

Job Description :

Under the supervision of the Director of the Health Promotion and Chronic Disease Prevention Section (HPCDP) and general direction of the Staff Services Officer, this position performs advanced professional administrative assistance work for the HPCDP Section.

Assists, reviews, coordinates, and tracks assignments and inquiries for the HPCDP section. Provides high-level administrative assistance and support to section director and other staff within the section.

Provides technical advice and assistance to administrative staff within the section. Provides executive support to the section director.

Schedules, coordinates, and prioritizes internal and external appointments and meetings for the section director. Coordinates assigned meetings and conference calls as needed.

Monitors section director’s email and maintains calendar in Microsoft Outlook. Ensures calendar is updated and identifies potential scheduling conflicts.

Coordinates travel arrangements and purchasing as needed. Prepares and coordinates correspondence and reports. Handles credit card purchases for the HPCDP section.

Work is performed under minimal direction with considerable latitude for use of initiative and independent judgment. Essential Job Functions :

35%) In coordination with the section director, responds to requests for information, evaluates requests and inquiries to determine priority matters and alerts the director accordingly.

Assists, reviews, coordinates, and tracks assignments and inquiries. Prepares correspondence, forms, meeting agendas, and organizational charts using Microsoft Office Suite.

Proofs all correspondence for accuracy before routing for the director’s approval. Provides technical guidance and advice on administrative policies, procedures, standards, and other matters to HPCDP section staff.

Provides executive support to the section director. Schedules, coordinates, and prioritizes internal and external appointments and meetings for the section director.

Coordinates assigned meetings and conference calls as needed. Monitors director’s email and maintains calendar in Microsoft Outlook.

Ensures calendar is updated and identifies potential scheduling conflicts. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of the section director and other section staff.

Compiles and submits Open Records and Public Information Act Request reports within the allotted timeframe. Completes Community Health Improvement Division’s assignments in a timely and accurate manner.

20%) Completes purchase requisitions and processes invoices for payment. Follow up with appropriate staff within the agency regarding the requisitions and invoices and troubleshoot if any issues occur.

Coordinates travel arrangements and purchasing as needed. Enter travel request approvals and claims on behalf of the Section Director and other staff for reimbursement as needed.

Coordinates travel arrangements and hotel reservations for section director as needed. Prepares and submits travel vouchers for reimbursement.

15%) Handles credit card (ProCard) purchases for the HPCDP section and take necessary trainings for serving as a card holder.

Safeguards and uses the ProCard for approved purchases and follow the section’s guidelines and protocol. Submits the monthly ProCard reports in a timely and accurate manner.

Remain compliant with the agency’s requirements and processes.

25%) Acts as back up for other administrative staff and the Staff Services Officer. Train and mentor new administrative staff as needed.

Plans, directs and coordinates special projects, activities or events. Serves as a resource for section staff in the proper processes and steps in accomplishing administrative tasks.

Assists in the preparation of administrative reports and specialized projects for the HPCDP section. Measures progress made on plans or projects, presenting updates to staff involved in the planning process.

Responsible for routine and ad hoc administrative reports. May serve on section workgroups.

5%) Performs other duties as assigned including but not limited to, actively participating and / or serving in a supporting role to meet the agency’s obligations for disaster response and / or recovery or Continuity of Operations (COOP) activation.

Such participation may require an alternate shift pattern assignment and / or location.

Knowledge Skills Abilities :

Knowledge of office management principles, practices, and standard and administrative procedures.

Knowledge of State of Texas Open Records and Public Information Act reporting and routing.

Knowledge of State of Texas travel rules and regulations.

Knowledge of State of Texas purchasing systems, procedures, and standards.

Skill in written and verbal communication.

Skill in time management, planning, prioritizing, and organizing workload to meet deadlines.

Skill in bookkeeping.

Skill in the use of Microsoft Office (including Outlook, Word, PowerPoint, Excel, and Visio), State of Texas HHS Enterprise Portal, and CAPPS Financial System and Access HR.

Skill in the use of standard office machines and equipment.

Ability to track and prioritize multiple tasks and assignments.

Ability to handle the demands of a fast-paced office.

Ability to manage confidential information and sensitive issues and materials.

Ability to handle high-level administrative issues.

Ability to analyze and solve work-related problems independently.

Ability to prepare correspondence independently, proofread, and edit.

Ability to communicate effectively and courteously with executives, staff, and the general public.

Ability to plan and schedule meetings and make travel arrangements.

Overview

JOB DESCRIPTION

TITLE : Executive Assistant

DEPARTMENT (S) : Administrative

DIRECT REPORTs : N / A

REPORTS TO : CEO

ABOUT US

At LaunchPad Home Group, we are looking for an individual who is passionate about building relationships and supporting the needs of others.

In this critical role, you will help us live our mission creating lifelong relationships by simplifying home ownership and we want you to be a part of that! We are on a mission to support our clients throughout their home ownership journey and believe that everyone deserves to live in a safe environment to raise their family and create lifelong memories.

We aspire to not only be the leading provider of quality home inspections, but to play an essential role and serve as their solutions partner for all their home’s safety needs.

If you are looking to make a difference in the lives of others, then this is the role for you!

POSITION SUMMARY

The Executive Administrative Assistant’s primary focus is providing highly confidential administrative support to the CEO and Senior Level Executives.

They must be able to manage and coordinate a variety of departmental activities under limited supervision. Individual is expected to be aware of business activities and events as they relate to the areas.

It is anticipated this individual will foster a collaborative work environment. It is essential that this person has excellent judgment and discretion when interacting with others and in managing information.

Ideal candidate is professional, organized, able to multitask, strong computer skills including Word, PowerPoint, and Excel, and has strong communication skills, both written and verbal.

ESSENTIAL JOB FUNCTIONS

• Provide administrative support for the Executive team by providing a myriad of support tasks to successfully meet program goals and responsibilities.
• Managers calendars, arranges travel and coordinates meetings and special events.
• Answering and responding to incoming phone calls, emails, texts, and online scheduler inquiries in a timely manner
• Provides detailed responses to requests for information, and overall office management.
• Take inventory of green bag supplies (customer gift bags) and orders green bag supplies when needed.
• Booking and managing travel and expenses, coordination of internal meetings and functions, schedule meetings, reserve conference rooms, set up video and conference calls, register and greet visitors, catering coordination and set-up.
• Ensure equipment is working and available (copiers, printers, fax, etc.)
• Draft communications for CEO to include company-wide messages.
• Develops PowerPoint presentations for Company town halls.
• Record and distribute meeting notes; record, distribute and track meeting action items and handle other routine communications.
• Experience working with remote employees and managers.
• Prepares board packages using Excel and PowerPoint
• Support the Finance Department with light accounting projects.
• Maintains good public relations and interacts with customers and co-workers in a respectful and professional manner.
• Other duties as assigned.

SKILLS AND ABILITIES

• Understand complex processes
• Creative problem-solver
• Must be highly organized, flexible, deadline and detail oriented
• Must be a self-starter with limited supervision
• Excellent interpersonal skills with the ability to build and maintain relationships
• Ability to learn various computer systems and track progress
• Coachable team member who works hard to help the team succeed

MINIMUM REQUIREMENTS

• High School Diploma or GED
• Office administration experience at the executive level
• Proficient in Microsoft Office Suite

PREFERRED REQUIREMENTS

• Real estate, home inspection or related field experience
• Associate degree or greater
• Bi-lingual a plus

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Intiva Health is looking for an administrative assistant to join our team in our Austin office. This person will work to support the daily operations of the office.

The ideal candidate is a high-energy individual with excellent organizational skills, a strong attention to detail and the ability to communicate effectively in both written and verbal communications.

Responsibilities :

• Field inbound communications - Answer phone calls / general email inquiries and route to the appropriate internal parties as needed.
• Coordinate scheduling - Set up meetings based on cross-functional availability for both internal and external stakeholders.
• Organize internal resources - Build out and maintain processes to keep files and office supplies organized and easily accessible.
• Liaise with visitors - Act as point person for office guests.
• Communicate policies and procedures - Alert employees of new processes, rules and regulations.
• Facilitate executive-level operations - Book travel, submit expense reports and send communications for high-level staff as needed.

Requirements :

• High school diploma
• 1-2 years experience as an administrative assistant, secretary or receptionist preferred
• Strong organizational, communication, and time-management skills
• Proven ability to work in a fast-paced environment
• Positive, high-energy attitude
• Resourcefulness, creativity, and problem-solving skill set
• Familiarity with office equipment (i.e. printers, fax machines, projectors)
• Proficiency in Microsoft Office (especially MS Excel and PowerPoint)

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About Popcorn Growth

Popcorn Growth is a TikTok-first influencer marketing agency. Here to shake up stuffy old-school agency practices.

We know that success on TikTok for brands depends on speed and efficiency.

We know that creators do their best work when we let them be the creatives

We’ve operationalized the whole influencer marketing process so that we can help brands move at the speed of TikTok.

Now, we are looking for passionate industry disruptors who are ready to move as fast as we do.

Executive Assistant Job Summary

Your primary role is to serve as an EA to our CEO, with all matters that will enable her to function at her best. Your secondary role is to support the broader team in the US on admin needs.

This will start off as a part-time role (3-4 hours / day) for the first 3 to 6 months, eventually growing into a full-time role.

We are seeking a self-motivated and adaptable EA to help achieve our agency's ambitious goals. In this role, you will VERY often be thrown tasks that require you to figure it out and be resourceful.

An ability to function in a fast-paced environment is also critical.

The key trait is also the ability to not take things personally. Our internal communications may sometimes come across as terse or direct to people outside our company, but our culture values brevity and we don’t waste words sugar-coating.

This might feel jarring for some.

Not only must our EA be extremely capable, he / she must also be a cultural fit for our organization.

EA Duties and Responsibilities

Assisting the sales team with admin work, such as updating sales CRM, tracking meetings and calls, taking notes, following up with prospects and clients

Assist the CEO in ensuring that people give her what she wants on time

Take things off the CEO’s plate-from daily admin matters like sorting out hotel bookings to protecting her time

Keeping track of what the CEO needs to do- she has bad memory

Making decks (you can use canva)

Drafting emails on behalf of CEO / responding on behalf of CEO

You might sometimes have to jump on call on behalf of the CEO

Ad-hoc tasks for the CEO and the team

EA Skillsets

Google workspace (Gsheets, Gdoc etc)

Clickup

Pipedrive knowledge is a HUGE bonus

SOP creation

Speaks and writes Chinese Mandarin (not required)

Based in United States

Organized and efficient

Get things done, quickly

Ability to respond to last-min demands

Time management skills.

Ability to work under pressure and deal with conflict

Great written and verbal communication skills.

Excellent communication, interpersonal, and customer service skills.

Knowledge of data analysis and report writing.

Require ability to use Canva to produce client ready presentation

Prior experiences as EA in a professional services firm (i.e. law firm, consulting) preferred

If you're interested, kindly click the APPLY button below :