Administrative Support Executive Assistant - Optimal Inc.

Position Description:

• We are looking for a dynamic, professional, customer-focused individual to provide support for the Executive Director, Model e, EVs, Integrated Services, Digital & Design Communications.
• You will provide administrative support including calendar management, coordination and optimization of executive travel plans, preparation of materials for meetings, triage communications, and be a strategic partner to help the Executive Director work as efficiently and effectively as possible with the team and the company.
• You will be a valued member of the team and should be open to learning about the business beyond the day-to-day activities of the role. This role requires an individual who is flexible, resilient, uses good judgment, has the courage to challenge the status quo, and is always looking for ways to better the business.
• We are looking for someone who is self-motivated, adapts to change with a positive attitude, a quick learner, has the confidence to ask for help when needed, and seek solutions when needed.

Skills Required:

• Identifies the preferred method of support for the executives and appropriately accommodates their working style.
• Partners with the executives to help them be efficient and effective with their time, consistently maintaining strong communication.
• Manages executive's calendar and correspondence: Maintain/prioritize and organize Outlook calendar/folders as needed. Keeps the executives informed of changes.
• Optimizes travel arrangements (transportation, accommodations, agenda) based on the executive's travel needs and preferences.
• Manages complex itineraries, to include any changes.
• Complete related expense reports.
• Assists the executives with preparing for meetings, to include preparing materials, obtaining materials in advance, distributing materials, and keeping the executive on schedule.
• Obtains appropriate support for virtual attendees as well as various media needs and other logistics. Screen calls and respond to emails as needed.
• Greets and assists planned guests and manages unannounced visitors.
• Assists with coordinating and managing meetings and events such as staff meetings, all-hands meetings, off-sites, team gatherings, etc., overseeing all calendaring, communication, technology, logistics and related follow-up activities.
• Prepares, updates and organizes information for inclusion in team strategy rooms, reports, correspondence, presentations, budgets, etc.
• Edits documents for accuracy, format and arrangement of material.
• Participate as an adjunct member of the Executive Director's leadership teams, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items.

Experience Required:

• 3+ years' experience as an executive assistant supporting senior leader(s) Knowledge of administrative procedures, software applications (such as Microsoft Office Word, Excel, PowerPoint, etc.) records management systems, and other business procedures and terminology
• Excellent organizational skills, time management skills and attention to detail, to include anticipating needs and being proactive Excellent writing, editing, and proofreading skills
• Displays high degree of professionalism to maintain confidential information, deal with people tactfully, and help establish strong relationships and positive communication Ability to work collegially within a team environment in an open concept office area

Education Required:

• Associate's degree (or equivalent)
• Bachelor's degree (Business, communications, public relations, or journalism preferred)