Administrative Assistant

Website Strategic Staffing

Administrative Assistant to the Executive Assistant

This Administrative Assistant to the Executive Assistant position requires a broadly skilled and highly flexible team member. This position handles all clerical and administrative functions for the Founder at the request of the Founder’s Executive Assistant. The ideal Administrative Assistant to the Executive Assistant candidate will have excellent organizational skills, strong administrative background, personal accountability and a high-energy, friendly personality. The Administrative Assistant to the Executive Assistant must be capable of prioritizing duties, effectively managing time and communicating status effectively and reliably. This person must be a self- starter who will take the initiative to complete daily duties with little supervision and few reminders.

Administrative Assistant to the Executive Assistant Essential Job Functions

· Update calendars, setting up and coordinating the details of meetings.

· Update and edit various administrative reports and task lists.

· Extensive typing, updating and editing of internal documents using Microsoft Office suite, OmniGraffle, and other software programs.

· Translate and organize hand-drawn and hand-written structures, notes and tables and figures into a usable electronic format for review and further editing.

· Support the booking of travel, dinner and entertainment and other associated planning.

· Office set up and preparation, including conference room set up, planning, cleanup, etc.

· Meal and snack preparation/planning for the Founder.

· Sorting/sending mail packages

· Ordering supplies and other items, as requested.

· Local errands

· Support the management of the Founder’s personal affairs, including but not limited to: caring for animals (dogs, horses) during the business day and while the Founder is out of town.

· Provide support for party planning at Founder’s personal residences, vacation locations, boat, etc.

· Work within internal administrative systems to ensure reliability, sensibility, efficiency, organization and effective time management.

Collateral Duties

· Other tasks, duties and projects, as assigned.

· Occasional overnight travel (including out-of-state travel), occasional weekends, occasional overtime, occasional evenings.

Administrative Assistant to the Executive Assistant Requirements

· Extraordinary ability to multi-task in an unusually fast-paced environment.

· Team oriented, proactive and enthusiastic.

· Absolute precision and attention to detail.

· Excellent administrative skill set, with a proven understanding of the requirements of the administrative support function within a professional office environment.

· Ability to remain flexible, re-prioritize and respond to changing demands in an environment where little supervision will be provided at times.

· Excellent organization and time-management skills.

· Excellent verbal and written communication skills a must.

· Basic mathematical skills (Excel spreadsheets)

· Strong research and reporting skills

· STRONG computer and electronics skills (iOS, Apple devices) including all Microsoft Office programs, OmniGraffle and Dropbox. Computerized graphics and drawing experience preferred.

· Confidentiality is a MUST.

· Ability to see and anticipate opportunities and needs and take care of them.

· Must be a self-starter, able to work flexible hours at times.

· Strong sense of professional integrity and intuitive ability to behave appropriately in a variety of circumstances and situations

· Personal accountability

· Willingness and ability to work in a variety of environments, including office, hotel suites, home office, boat and vacation homes.

· Must be comfortable around dogs and horses.

· 5 years related administrative experience, preferably in an entrepreneurial environment.

· Ability to regularly lift up to 15 lbs and move up to 25 lbs – occasionally up to 50 lbs – and to regularly sit and stand for long periods of time, occasionally climbing, balancing, stopping, crouching, crawling

Job Type: Full-time


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Associate (Preferred)

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