Office Administrator - Hudson and Associates, LLC

Hudson and Associates is a nationally recognized leader in operations and program management services for municipalities and airports. We specialize in SMART Parking Systems, Airport Parking Facilities, Food and Beverage Concessions, and Customer Service Call Centers. We pride ourselves on delivering innovative solutions that enhance our clients' bottom line through comprehensive transportation, infrastructure planning, and public engagement strategies. Hudson and Associates is committed to staying at the forefront of industry trends to offer exceptional services that truly make a difference for our clients.

Position Summary: Hudson and Associates is seeking a highly organized and proactive Executive Assistant to the CEO to join our dynamic team. This position requires a seasoned professional capable of handling a broad range of executive and administrative tasks in a fast-paced environment. In addition to traditional Executive Assistant duties, this individual will be solely responsible for managing all aspects of marketing for the company. The ideal candidate is detail-oriented, a strong communicator, and adept at balancing multiple priorities with precision.

Reports To: CEO

Key Responsibilities:

Executive Support:

• Manage the CEO’s calendar, including scheduling meetings, coordinating appointments, and resolving any conflicts efficiently.
• Coordinate complex domestic and international travel arrangements for the CEO, ensuring seamless itineraries, accommodations, ground transportation, and all related logistics.
• Prepare and edit correspondence, presentations, reports, and other documents on behalf of the CEO.
• Serve as the first point of contact between the CEO and internal/external stakeholders, including clients, vendors, and business partners.
• Facilitate communication and follow-ups on action items resulting from meetings, ensuring tasks are completed promptly.
• Organize and maintain the CEO's files, both physical and digital, ensuring easy retrieval of information.

Travel Coordination:

• Handle all travel logistics for the CEO, including booking flights, arranging hotel accommodations, rental cars, and ground transportation.
• Develop detailed travel itineraries that include meeting schedules, event locations, travel times, and contact information for key parties.
• Anticipate and resolve any travel-related issues or changes, providing real-time support to ensure smooth travel experiences.
• Coordinate with vendors and partners to secure optimal travel arrangements that align with the CEO's preferences and business needs.

Meeting Coordination:

• Plan, coordinate, and execute executive-level meetings, including Board of Directors meetings, leadership team sessions, and strategic planning events.
• Develop agendas, prepare meeting materials, take minutes, and track follow-up actions.
• Manage logistics for virtual and in-person meetings, ensuring all technological and physical setups are arranged.

Marketing and Brand Management:

• Assist with developing, implement, and manage all marketing initiatives to promote Hudson and Associates’ services and enhance brand visibility as needed.
• Coordinate with staff marketing strategies that include social media campaigns, email marketing, content creation, and digital advertising. Manage CEO Social media.
• Collaborate with internal management team to ensure consistent brand messaging across all platforms.
• Analyze market trends and adjust marketing tactics to increase engagement and drive growth.
• Manage the company’s website, ensuring that content is up-to-date, relevant, and reflective of Hudson's mission and services.

Project Management:

• Assist in the planning and execution of special projects and initiatives as directed by the CEO.
• Track project timelines and milestones, ensuring that all deliverables are met within deadlines.
• Provide logistical support and coordination for company events, conferences, and client engagements.

Administrative Duties:

• Handle confidential information with discretion and maintain a high level of professionalism in all communications.
• Manage office supplies, equipment, and other resources to ensure operational efficiency.
• Process expense reports, invoices, and other administrative paperwork promptly

Qualifications:

• Bachelor’s degree in Business Administration, Marketing, Communications, or a related field preferred.
• 5+ years of experience in an Executive Assistant role, preferably supporting a CEO or senior executive in a multimillion-dollar organization.
• Proven experience in marketing, with a strong understanding of both traditional and digital marketing strategies.
• Exceptional organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and marketing software tools.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Experience in the transportation or infrastructure sector is a plus.

Skills and Competencies:

• Highly organized with a meticulous attention to detail.
• Strong problem-solving skills and a proactive approach to task management.
• Excellent interpersonal skills, with the ability to build relationships at all levels.
• Ability to thrive in a fast-paced, high-pressure environment.
• A strategic thinker with a knack for innovative marketing solutions.

What We Offer:

• Competitive salary and benefits package.
• Opportunities for professional growth and development.
• A collaborative and supportive work environment.
• The chance to make a significant impact on the company's growth and success.