Executive Assistant/Project Manager

Job Highlights

Using AI ⚡ to summarize the original job post

Responsibilities

• Provide comprehensive administrative support to the President and other executive leadership team, including calendar management, travel arrangements, meeting coordination, and report preparation.
• Serve as the primary liaison between executives and internal/external stakeholders, ensuring clear, timely and professional communication.
• Serve as a liaison between our company and vendor partners to coordinate communication, requirements, timelines, and deadlines.
• Compose, review and management a variety of documents, including emails, presentations, and reports, with a focus on accuracy and clarity.
• Handle sensitive and confidential information with discretion and professionalism.
• Coordinate the logistics of branch offices, including site selection, vendor management, and procurement of necessary equipment, furniture, and other materials.
• Support the development and implementation of operational processes that facilitate smooth operations for our business and company.
• Monitor project timelines, budgets, and milestones, providing regular updates to the executive team.
• Collaborate and coordinate with cross-functional teams to ensure all operational aspects are aligned with the company's strategic goals.
• Serve as central point of contact for the company, ensuring information flows smoothly across all departments including remote accounting team.
• Prepare and distribute internal communications, including updates, announcements, and newsletters, to keep the team informed and motivated.
• Organize and prepare materials for meetings, including agendas, minutes, and follow-up action items.
• Lead special projects assigned by the executive team, ensuring they are completed on time and within scope.
• Serve as liaison and POC for construction of office locations, including ordering furniture, fixtures, and equipment
• Assist and support sales, engineering, and marketing activities as assigned

Qualifications

Required

• 4-5 years of experience as an executive assistant, operations coordinator, or similar role, preferably within a high technology industry.
• Bachelor's degree in Business Administration, Office Management, or related discipline preferred.
• Strong verbal and written communication skills, with the ability to present information clearly and concisely.
• Highly organized with the ability to manage multiple tasks and prioritize effectively in a fast-pace environment.
• Proactive approach to problem-solving, with the ability to anticipate needs and resolve issues efficiently with minimal supervision
• Strong proficiency in Microsoft Office Suite, emphasis intermediate Excel; project management tools, databases, data analytics, and other communication platforms. Familiarity with CRM/ERP systems is a plus.
• Other Skills Required: Time Management, Critical Analysis, Problem-solving, Computerized Systems, Organizational, Communication, Negotiation, Interpersonal, Attention to Detail, Ability to work in diverse and fast-paced environments or flexible to changing directions, Ability to conduct presentations, maintain professional communication and build a rapport with our distribution contacts.