Executive Administrative Assistant - Gulf Stream Marine

POSITION OVERVIEW: 

As the Executive Administrative Assistant, you will provide administrative support to our executive team and high-level management.  The Executive Administrative Assistant is crucial in providing comprehensive support to high-level executives and senior management. This role involves handling a wide range of administrative tasks and responsibilities to ensure the smooth functioning of the executive's office and efficient coordination of activities.

This highly visible and responsible role requires a high degree of professionalism, poise, tact, and energy.  The key competencies for success in this role are diplomacy and tact, organization, detail-oriented, proactive, creative, resourceful, critical thinking skills, enjoys working on multiple tasks simultaneously, and has a team spirit and ‘can do’ attitude.

KEY ACCOUNTABILITIES:

• Calendar Management: Coordinate and manage the executive's calendar, scheduling meetings, appointments, and events. Ensure scheduling conflicts are resolved and the executive's time is optimized.
• Communication: Screen and manage incoming calls, emails, and correspondence for the executive. Draft and prepare emails, memos, reports, and other documents as required.
• Travel Arrangements: Plan and arrange travel logistics, including flights, accommodations, transportation, and itineraries. Prepare travel expense reports and reconcile receipts.
• Meeting Support: Prepare meeting agendas, materials, and presentations. Attend meetings, take minutes, and distribute follow-up actions to relevant stakeholders.
• Project Coordination: Coordinate and track the executive's projects, initiatives, and tasks. Collaborate with various teams to gather information and ensure projects are on track.
• Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism.
• Office Management: Organize and maintain the executive's office, including supplies, filing systems, and equipment.
• Relationship Management: Build and maintain relationships with internal and external stakeholders, including clients, partners, and colleagues.
• Research: Conduct research and gather information on various topics to support decision-making and meeting preparation.
• Event Coordination: Assist in planning and organizing company events, conferences, and executive-level functions.
• Miscellaneous Tasks: Perform administrative duties like expense tracking, invoice processing, and data entry.
• Facility Management: Take care of the physical workspace. This includes managing office space, coordinating maintenance and repairs, and ensuring a safe and comfortable environment for employees.
• Budgeting and Finance:Responsible for budget management. This could involve tracking expenses, creating budgets for office-related expenses, and ensuring spending is within allocated limits.
• Communication:Office managers act as a liaison between various departments, helping to facilitate communication and collaboration. They may also communicate important information from upper management to staff and vice versa.
• Supervision:Oversee cleaning crew of 4, assigning tasks, providing guidance, and evaluating performance.
• Problem Solving:Must be adept at addressing various challenges in the office environment, whether they're related to logistics, interpersonal issues, or operational hiccups.

CANDIDATE REQUIREMENTS:

• High school diploma or equivalent (Bachelor's degree preferred).
• Proven experience (usually 3+ years) as an executive administrative assistant or in a similar role.
• Proficiency in using office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• Excellent communication skills, both written and verbal.
• Strong organizational and time management skills.
• Attention to detail and the ability to multitask effectively.
• Discretion and the ability to handle confidential information.
• Strong problem-solving skills and a proactive attitude.
• Flexibility to adapt to changing priorities and demands.
• Professional demeanor and the ability to work well under pressure.
• Familiarity with basic project management principles is a plus.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS:

• The position is primarily in an office environment, and the employee must continuously sit.
• The employee is frequently required to stand and walk.
• The employee must occasionally lift and move up to 10 pounds.
• Work is performed primarily in an office environment.
• Work may involve moderate exposure to inclement weather/elements, such as extreme temperatures, dirt, dust, fumes, airborne particles, smoke, unpleasant odors, and toxic or caustic chemicals.
• The noise level in the work environment is usually quiet to moderate.
• Local and non-local travel may be required (less than 10% of the time).
• Must be able to work extended hours, weekends, or holidays, as needed.

If you are interested in this position, we kindly ask you to complete a Wonderlic Assessment using the following link  -  https://apply.select.wonderlic.com/45VMJ4/Gulf-Stream-Marine