Executive Administrative Assistant in Greensboro, NC at Advanced Personnel Resources

Date Posted: 8/31/2020

Job Snapshot

Job Description

The Executive Assistant provides primary administrative support to the Chief Executive Officer and Chief Operating Officer while handling overall office management functions. This is a full-time, exempt position.

Essential Responsibilities

  • Serves as the primary point of contact for the CEO and COO.
  • Maintains Microsoft Outlook calendar for the Company's Master Calendar schedule.
  • Proactively schedules, plans, and coordinates all logistical and hospitality needs for internal and external meetings and events, as assigned, including but not limited to:
    1. Reserves meeting space;
    2. Tracks and maintains RSVP lists for assigned events/meetings;
    3. Orders and handles delivery/clean-up of food and beverages;
    4. Prepares and distributes meeting materials;
    5. Collaborates with other staff members and outside parties as needed; and
    6. Sets up and breaks down furniture, teleconference, and video equipment.
  • Oversees communications, including but not limited to:
    1. Composes and edits written materials;
    2. Screens incoming telephone calls;
    3. Handles incoming and outgoing mail; and
    4. Greets and makes guests feel welcomed.
  • Coordinates travel, as needed.
  • Organizes and maintains all relevant office files, including archives.
  • Attends meetings and prepares minutes and/or written analysis, as required.
  • Oversees procurement of all administrative, office, and cleaning supplies for the Company and Launch Greensboro.
  • Serves as the building manager which includes handling vendors and vendor contracts, machine maintenance/repairs, and building support services such as security and janitorial.
  • Formally supervises the Receptionist (Information Specialist) for the Chamber office.
  • Maintains and updates key staff lists 
  • Coordinates and maintains all key fobs for security purposes.
  • Collaborates with staff to assist with meeting the administrative and clerical needs of the organization.
  • Perform other duties as assigned.

Job Requirements

Education & Work Requirements

  • Bachelor’s Degree preferred.
  • At least 5 years of related experience as an Executive Assistant or Office Manager required.
  • Must be proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Access), Adobe Acrobat X Pro, and Phillips transcription equipment. (Testing required)
  • Excellent organizational and administrative skills.
  • Proven ability to work independently and accurately, take direction, pay attention to detail, and perform multiple tasks simultaneously while working in a fast-paced environment.
  • Expert-level written and verbal communication skills, as well as strong decision-making and judgment abilities.
  • Must attend and set up early morning board meetings.
  • Must work proactively and independently to maintain the office’s professional appearance.
  • Demonstrated ability to process, protect, and exercise discretion when handling confidential information and materials.
  • Must be able to lift or move up to 25 pounds, bend over, and sit/stand for long periods.