Executive Administrator

Posted on August 10, 2022

We are looking for a well organized Executive Administrative Assistant to provide personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to the executive’s working life and communication.

The Executive Admin Assistants provide high-level administrative support for company leaders to ensure they can efficiently accomplish key tasks and company initiatives. They keep the executive’s communications organized so that they can easily access the most important information without having to sort through low-priority items.

Executive Assistants screen all visitors and determine what level of support they need while offering polite, professional customer service. They manage the executive’s daily calendar, including scheduling meetings, confirming appointments, writing itineraries and arranging for transportation. Executive Assistants also train other administrative staff on company policies and best practices.

This position reports to both CEO and Vice President, Business Development. The Executive Administrator will receive general direction from the VP to support daily operational needs and from the CEO for special projects such as app development and company reporting.

Skills & Requirements

  • Proven experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial position
  • Full comprehension of office management systems and procedures
  • Excellent knowledge of MS Office
  • Proficiency in English
  • Exemplary planning and time management skills
  • Up-to-date with advancements in office gadgets and applications
  • Ability to multitask and prioritize daily workload
  • High level verbal and written communications skills
  • Discretion and confidentiality
  • High School degree; additional qualification as personal assistant would be considered an advantage
  • Wage: TBD
  • Part Time – Defined as less than 38 hours per week.
  • Schedule: Minimum M-F in office working hours.
  • Must be ready to go full time when available
  • Health insurance offered

Responsibilities

  • Implementing office policies and strategizing improvements to existing processes
  • Developing initiatives related to company culture and employee wellness
  • Implementing critical safety procedures, including establishing evacuation plans, running drills, and setting up building security
  • Planning office design and layout improvements
  • Onboarding and offboarding new employees
  • Managing operations tasks, including handling employee reward perks, parking, and building maintenance
  • Directly assisting executives
  • Planning events and meetings
  • Coordinating travel
  • Scheduling and managing calendars
  • Creating reports and sometimes presenting them
  • Overseeing other office support staff members
  • Keeping books and records accurate including interfacing with bookkeeping to maintain A/R and A/P reporting
  • Owning invoicing processe which includes communicating and reporting to VP and CEO weekly reports on A/R and collections.
  • Determining company’s information organization and architecture
  • Interfacing with clients, vendors, building management, and employees on a regular basis
  • Running major office projects, such as renovations, installations, and office design initiatives
  • Managing office budget and financial administration, from handling expenses to implementing processes
  • Negotiating and tracking contracts
  • Hearing (and resolves issues related to) complaints
  • Project management of special projects as needed until the project is able to be handed off to a designated team member
  • Produce reports, presentations and briefs
  • Attend meetings and engage when necessary to ensure project items are intact for success.
  • Independently develop viable solutions to problems as they arise
  • Think strategically and provide executives with sound big-picture guidance
  • Gracefully handle pressure to remain a constantly reliable resource to management
  • Prioritize work in ways that align with the company mission
  • Use discretion at all times to be a trustworthy keeper of confidential information
  • Negotiate and network to build advantageous and fulfilling connections
  • Apply analytics skills to inform key business decisions
  • Understand and interpret complex information related to both abstract (relationships) and technical (inventory management) office responsibilities
  • Adapt to changing demands and responsibilities
  • Guide projects and workflows from initiation to completion
  • Catch details both big and small
  • Carry out an efficient documentation and filing system
  • ​​Being the sole liaison across disparate office teams during the development and execution of company-wide initiatives, policies, and processes
  • Facilitating and even leading new business initiatives and strategic projects
  • Consulting to improve operations and workflows for entire departments
  • Performing a variety of strategic Human Resource functions related to employee hiring, retention, and policy development

About Social Link

Social Link is an international provider of marketing and advertising services.

At Social Link, we promote a healthy work environment where teams openly collaborate, encourage one another, and strive for professional growth. Our progressive culture is one that offers an open forum for discussion, problem-solving, and instituting new ideas.

Ready to join the team?