Executive Assistant / Office Administrator

Provide high-level administrative support by preparing reports, handling information requests, conducting research, and performing clerical functions such as preparing correspondence, arranging conference calls, managing and scheduling meetings.

TASKS

  • Manage and maintain executive’s schedule – Outlook experience is a must for management and calendar sharing.
  • Prepare presentations, partner reports, memos, letters, statements and other documents, using Word, Excel, Publisher, and PowerPoint. Can utilize DropBox, BaseCamp and conferencing tools.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
  • File and retrieve corporate documents, records, and reports
  • Greet visitors and determine whether they should be given access to specific individuals
  • Prepare responses to correspondence containing routine inquiries

KNOWLEDGE

  • Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology
  • English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
  • Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

ESSENTIAL FUNCTIONS

  • Manage schedule and facilitate special projects for the CEO
  • Perform HR duties including posting job opportunities and reviewing resumes, overseeing HR and Benefits Programs, maintain company birthday and Dream Team programs, update and maintain employee records staff on-boarding with welcome letter and first day buddy program
  • Maintain and update HR records
  • Provide support services to RH team, including support to accounting and operations managers
  • Manage RH Incentive program and company newsletter
  • Provide office administration by managing service, maintenance and supply needs
  • Oversee and facilitate all JV audits and company reporting

 REQUIREMENTS/SKILLS/CHARATERISTICS

  • Strong written communication skills a must.
  • Solid time management and project management skills.
  • Technology, computer and social media savvy
  • Can function and thrive in entrepreneurial environment, can work under pressure
  • Produces high quality work and results oriented. Takes ownership and initiative to complete tasks successfully. Can think outside of the box and be resourceful.
  • Strong organizational, analytical, deduction and reporting skills.
  • Seeking a team player who can work, thrive in a fast-paced, entrepreneurial environment. Collaborative, also can work independently.
  • Grasps culture, environment and needs.
  • Warm, polished and articulate.
  • Desires to add value, contribute to corporate mission and goals.
  • High school graduate or higher
  • 2-years experienced as high-level executive assistant
  • Can pass TSA background check and drug screening

Note: Paralegal, journalism and/or food industry experience a plus.