Executive Assistant

ASSISTANT TO CHIEF EXECUTIVE OFFICER

Smith Hamilton is searching for an experienced, reliable and task-oriented Executive Assistant. The Executive Assistant will work directly with the CEO and will be responsible for performing a number of administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced corporate environment. This is an excellent opportunity to join a growing company with competitive compensation.

DUTIES AND RESPONSIBILITIES:

  • Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
  • Exercises considerable judgement and discretion in handling requests for appointments and telephone calls.
  • Reviews and responds to daily internal/external mail and overnight packages; sends and receives faxes. 
  • Prepares daily mail for CEO.
  • Composes, types, and distributes professional correspondence and memoranda, emails and faxes, using individual initiative and as assigned. 
  • Proactively establishes, and maintains highly organized filing system; files correspondence and other records. 
  • Coordinates CEO’s calendar and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness. 
  • Meets and greets visitors in a courteous and professional manner. 
  • Coordinates travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained. 
  • Conducts research; compiles and types statistical reports. 
  • Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes. 
  • Attends meetings and other functions as needed.
  • Prepares work agreements and proposals and maintains appropriate records and files.
  • Assists with special projects as assigned.
  • Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
  • Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing.
  • Performs other related duties as assigned by management. 


QUALIFICATIONS: 

  • Associate's degree (A.A.) or equivalent, three to five years related experience, or equivalent combination of education and experience.
  • Proven admin or assistant experience
  • Excellent verbal and written communication skills.
  • Familiarity with CRM system (eg. SalesForce) and practices
  • Proficient in Excel, G Suite, SalesForce
  • Professional appearance and demeanor
  • Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
  • Acute attention to detail.
  • Commitment to excellence and high standards.
  • Ability to work on complex projects with general direction and minimal guidance.
  • Ability to deal effectively with a diversity of individuals at all organizational levels.
  • Good judgement with the ability to make timely and sound decisions
  • Creative, flexible, and innovative team player
  • Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
  • Ability to work independently and as a member of various teams and committees.
  • Demonstrated ability to plan and organize projects.

COMPETENCIES: 

  • Organizational Skills -- managing the efforts of multiple people to achieve desired results requires staying on top of things and collaborating extensively 
  • Multitasking – the ability to prioritize and deal with demands coming from various directions, including reps in the field, requires a level head
  • Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
  • Planning/Organizing--Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
  • Professionalism--Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. 







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