OptimEdge Consulting is an IT Strategy and Consulting firm serving the needs of small and midmarket firms seeking to optimize information systems, tighten cybersecurity, and ensure compliance. We are a dynamic and innovative company dedicated to delivering high-quality digital solutions.
We are seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive administrative support to senior executives. This role involves managing a wide range of business and personal administrative tasks, ensuring seamless operations, and maintaining confidentiality. The ideal candidate will be detail-oriented, adaptable, and capable of handling multiple priorities in a fast-paced environment.
Administrative Support:
- Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.
- Coordinate and prepare materials for meetings, presentations, and reports, ensuring accuracy and timeliness.
- Handle incoming and outgoing correspondence, including emails, phone calls, and written communications, prioritizing as needed.
Business Administration:
- Organize and maintain confidential business documents, contracts, and records.
- Assist with project coordination, tracking deadlines, and ensuring deliverables are met.
- Liaise with internal and external stakeholders to facilitate communication and follow-ups on behalf of executives.
Personal Administration:
- Manage personal tasks for executives, such as arranging personal appointments, travel, or event planning as required.
- Handle personal correspondence and errands discreetly and efficiently.
- Coordinate with household staff or vendors for personal-related tasks when necessary.
Event and Travel Coordination:
- Plan and execute corporate events, meetings, or team offsites, including logistics and vendor coordination.
- Arrange complex domestic and international travel itineraries, including flights, accommodations, and transportation.
Confidentiality and Discretion:
- Maintain strict confidentiality of sensitive business and personal information.
- Handle sensitive matters with professionalism and discretion.
Operational Efficiency:
- Streamline administrative processes to enhance efficiency and productivity.
- Anticipate the needs of executives and proactively address potential issues.
- Manage office supplies, expense reports, and budget tracking for administrative tasks.
Education:
- Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field preferred.
Experience:
- 3+ years of experience as an administrative assistant, preferably supporting C-level executives.
- Experience managing both business and personal administrative tasks.
- Familiarity with coordinating complex schedules and travel arrangements.
Skills:
- Exceptional organizational and time-management skills with the ability to prioritize tasks effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools (e.g., Google Calendar, Microsoft Teams).
- Strong written and verbal communication skills for professional correspondence.
- Ability to multitask and adapt to changing priorities in a dynamic environment.
- Familiarity with expense reporting and budget tracking tools is a plus.
Attributes:
- High level of professionalism, integrity, and discretion.
- Proactive and resourceful with strong problem-solving skills.
- Excellent interpersonal skills to interact with diverse stakeholders.
- Ability to work independently and as part of a team
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