Office Assistant

RESPONSIBILITIES
- Perform advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of organization policies and practices
- Provide administrative support to multiple executives in a variety of capacities: phone coverage, copier projects, mail, supplies control, and invoice/expense reporting to ensure that corporate workflow is uninterrupted and completed accurately and timely
- Schedule appointments, maintain calendars, contacts and schedules (including flagging and correcting schedule conflicts or changes)
- Plan on and offsite meetings, coordinate and confirm complex travel arrangements and related activities to ensure smooth and uninterrupted business
- Perform light personal errands and projects as assigned


Daily Duties
- Gatekeeping - must have strong personality and manage access to executives
- Travel: plan and confirm extensive, complicated executive travel for multiple executives and managers across the business
- Travel: be prepared to spend 1 - 3 overnights out of town quarterly (Senior Management and Board of Directors meetings, 2 meetings per quarter)
- Event Planning: heavy community involvement; plan, execute and support community events (Gaston & Mecklenburg counties)
- Correspond by email, phone, written (communication must be polished, excellent grammar, able to collaborate across business lines, working with various level professionals)
- Organization - key to the role, must be able to retain information; must manage competing priorities, must make sound decisions (able to execute without oversight)
- Must be comfortable and okay with performing light personal admin/support requests (scheduling doctor appointments, calling insurance companies, schedule/correspond with nannies, family, etc. as needed)
- Correspond and collaborate with Board of Directors, customers and other people within the community
- Participate in corporate staff meetings and prepares/distributes accurate and timely minutes of meetings
- Stay informed of company policies and procedures; answer related internal and external questions within authority and policy and resolve, counsel or refer appropriately, routine and complex complaints and/or issues received both internally and externally


Qualifications

u Demonstrate sound judgment, maintain the highest degree of confidentiality and be able to effectively handle sensitive material concerning the organization and the executive's role within the organization.

u Demonstrated ability to work independently and prioritize effectively to handle multiple tasks simultaneously in a fast-paced, entrepreneurial environment.

u Exceptional organizational skills required


REQUIREMENTS
- Prior Executive Administrative experience supporting 2+ C-Suite members is required
- Ability to interface well across departments internally and externally and represent company officers in a highly professional, confident and poised manner
- Possess a high degree of proficiency with MS Office products including Word, Excel, Access, and Power Point including extensive reporting experience