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Administrative Support for an Enterprise Solutions Provider in the US (Home Based Full Time)

Remote:

Full Remote

Contract:

Full time

Work from:

United States

Offer summary

Qualifications:

Proven experience in administrative support., Strong organizational and multitasking skills., Excellent communication abilities, both written and verbal., Familiarity with document management systems..

Key responsabilities:

Manage executive's schedule and communications.
Organize meetings, travel, and office operations.

Virtual Coworker Scaleup https://virtualcoworker.com/

201 - 500 Employees

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Job description

•Administrative Support: Managing the Executive’s Schedule: Coordinate and manage the President and/or Director’s calendar. This may also involve organizing travel schedules and itineraries.
•Handling Communications: Screen phone calls, emails, and correspondence. Prioritize and route important messages and communications to the appropriate parties.
•Document Management: Draft, review, and file documents, reports, presentations, and other correspondence. Maintain an organized filing system, both physical and digital.
•Office Organization: Oversee day-to-day office operations, ensuring supplies and resources are stocked and maintained. This may also involve supervising office staff or coordinating with other departments.
•Scheduling Meetings: Organize and schedule meetings, conferences, and calls. Ensure that all necessary materials are prepared in advance.
•Preparing Agendas: Assist in creating agendas for meetings, ensuring the President or Executive Manager is fully prepared.
•Taking Minutes: Attend meetings and take detailed minutes or notes, capturing key decisions and action items for follow-up.
•Assisting with Projects: Support the Executive Manager in managing key company projects, ensuring deadlines and milestones are met. This could include tracking progress, coordinating team members, and preparing reports.
•Research: Conduct research on various topics, whether it be market analysis, competitor analysis, industry trends, or internal company initiatives. •Coordination with Teams: Act as a liaison between the executive and other departments, ensuring that information flows smoothly and projects are aligned with company goals.
•Arranging Travel: Coordinate travel arrangements, including flights, accommodation, transportation, and meeting logistics for the executive team.
•Event Planning: Help organize events such as company retreats, board meetings, conferences, or client visits. Ensure all details, such as venue, catering, and materials, are taken care of.
•Business Partner Liaison: Act as the point of contact for important stakeholders, and business partners. This may involve scheduling meetings, responding to inquiries, or following up on communications.
•Managing Relationships: Foster positive relationships with key individuals both inside and outside the organization. Ensure that the executive is aware of any key issues or concerns from business partners.
•Handling Sensitive Information: Maintain a high level of confidentiality regarding company affairs, executive decisions, and other sensitive information. This often involves working with legal, financial, and operational documents.
•Gatekeeping: Serve as a “gatekeeper” for the President or Executive Manager, filtering out unnecessary distractions and allowing them to focus on high-priority tasks.
•Expense Management: Track and manage expenses related to the executive’s office, including handling reimbursements, processing invoices, and maintaining budgets for office supplies or business trips.
•Budget Reports: Assist in preparing financial reports and documents, such as budget summaries or forecasts, as required by the executive.
•Preparing Reports and Presentations: Help compile reports, summaries, or presentations for the executive team, board meetings, or other stakeholders.
•Tracking KPIs: Monitor key performance indicators (KPIs) and other important metrics relevant to the executive’s role and company performance.
•Onboarding and Staff Coordination: Assist in the hiring and onboarding process for new staff members. Coordinate with HR on recruitment, employee benefits, and training schedules.
•Staff Relations: Serve as a liaison between the executive team and staff, addressing concerns, gathering feedback, or facilitating internal communications.
•Personal Tasks: Assist with personal tasks for the President or Executive Manager, such as scheduling personal appointments or managing their personal correspondence.
•Ad Hoc Projects: Assist with any other ad hoc tasks that may come up, ranging from preparing for a board meeting to handling unexpected challenges. Flexibility and quick adaptability are key qualities.