Executive Administrative Assistant

Job Description:  Executive Assistant for busy, high-level retired executive (former Chairman/CEO) in small marketing consulting firm/family office. 

 

Seeking an educated, highly-motivated individual to offer administrative and organizational support to a busy Executive and small office. 

 

Requirements: 

-         Dictation/Transcription skills:  fast-typist with strong grammatical and editing skills a must (steno a plus);

-         Must be able to keep up in fast-paced, demanding environment;

-         Must have time management and prioritizing skills;

-         Must keep information confidential;

 

Duties Include:

-         Transcribing, formatting and editing heavy dictation for correspondence;

-         Maintaining schedule of appointments and meetings;

-         Coordinating both business and personal travel arrangements;

-         Acting as "gate-keeper" by handling front-desk receptionist duties:  including phones (incoming and outgoing), greeting guests, answering and handling inquiries, etc.

-         Handling and reading all correspondence (including email), noting any necessary follow-through;

-         Maintaining an organized filing system, keeping files on specific travel/events;

-         Handling medical insurance and tracking prescription refills;

-         Updating various information systems, mailing lists, and tracking subscriptions as necessary;

-         Perform special seasonal projects in an organized and timely manner;

-         Track and order office supplies; handle any problems that arise with office space or equipment;

-         Coordinate with co-tenants and building on inquiries, security, visitors etc. as necessary.

 

Skills/Qualifications:

-         College education preferred, but not required.

-         Strong writing and communication skills necessary.

-         Should be tech savvy with the internet.

-         Programs:  Microsoft (Word, Excel), Dragon Digital Transcription, custom rolodex program.