Executive Assistant

Scottdale Industries


The ideal candidate will be responsible for providing comprehensive support to the Managing Director as directed to ensure that company goals and objectives are accomplished, and operations run efficiently. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

 

Primary Responsibilities

  • Serve as the primary point of contact for internal and external communications on all matters, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect Managing Director’s style and organization policy.
  • Complete a broad variety of administrative tasks that facilitate the Managing Director’s ability to effectively lead the group of companies, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with various teams and the board of directors; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.
  • Work closely with the Managing Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Act as a «barometer,» having a sense for the issues taking place in the business community and local environment.
  • Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as headquarters grows.
  • Coordinate all Management Team meetings and assist with staff meetings or events as needed.
  • Provide hospitality to all clients/guests and help to create a welcoming environment.
  • Answer Managing Director’s main phone line and respond to inquiries.
  • Manage spending reimbursements and reconciliation.
  • Provide assistance with building long-lasting relationships both externally and internally.
  • Work on projects and complete assigned duties for the overall benefit of the company.

Preferred Qualifications/Experience

  • Bachelor’s Degree or equivalent experience
  • Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems.
  • Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
  • Proficiency with publishing software; ability to design and edit graphic presentations and materials.
  • Strong verbal and written communications skills.
  • Exceptional organizational skills and impeccable attention to detail.
  • Strong time-management skills and the ability to organize and coordinate multiple projects at once.
  • Make appropriate, informed decisions regarding priorities and available time. Excellent judgment is essential. 
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. Ability to switch gears at a moment’s notice.
  • Capable of completing a high volume of tasks and projects with little or no guidance.
  • Able to maintain a high level of integrity and discretion in handling confidential information.

Work Environment

  • Thrive in an intense, do-it-yourself, start-up environment.
  • Ability to work well within a cross-functional team environment.
  • Flexible team player willing to do what it takes to get the job done at a high level; adaptable and enjoys a challenge.
  • Employment type


    Full-time


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