About this position
Description:
Executive Assistant to the Company President
Perform all administrative and support tasks required by the Company President, including but not limited to fielding calls and emails, managing his calendar, protecting his time, ensuring follow-through on time-sensitive items, making travel plans, processing expenses and special projects as assigned.
Hold and maintain total confidentiality on sensitive company data and information.
Front Desk & Guest Experience:
- Greet and welcome all visitors in a professional and friendly manner. Maintain a professional appearance and demeanor at all times as the front-facing representative for visitors and clients.
- Receive and direct incoming calls to the appropriate staff members or departments.
- Maintain a clean, organized, and professional reception area at all times.
- Manage deliveries, mail, and courier services, ensuring proper handling and distribution.
- Ensure a positive first impression for all guests and provide basic assistance as needed.
Office Coordination & Admin Support:
- Provide departmental and operational support to HR, accounting, sales, and other business units, including special projects and ad-hoc requests.
- Assist with employee onboarding logistics and event coordination (e.g., company meetings, celebrations, training sessions).
- Help maintain office supplies inventory, coordinate service providers, and oversee general office upkeep.
- Track and reconcile minor expenses related to office operations.
- Support data entry, filing, document preparation, and other tasks that help the business run smoothly.
Qualifications:
- Business proficient English/Spanish required.
- A track record of performance under pressure and total confidentiality with sensitive personnel and business information.
- 2+ years of experience of EA responsibilities to a senior company executive
- 2+ years of experience in a receptionist, office coordination role.
- Exceptional interpersonal and communication skills with a professional, friendly demeanor.
- Highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.
- Proficient with Canva, Microsoft Office Suite (Word, Excel, Outlook) and general office technology.
- A proactive problem-solver with a strong sense of initiative and accountability.
Physical Requirements
- The employee may be required to remain seated or standing for up to 8 hours.
- The employee may be required to walk frequently to greet visitors, manage deliveries etc.
- The employee may be required to lift and carry items weighing up to 30 pounds (e.g., office supplies, files).
- The employee must be able to use standard office equipment (e.g., computer scanner)
- The employee must be able to communicate clearly and effectively in person and by phone.
- The employee must have adequate vision and hearing, with or without reasonable accommodation, to perform the essential functions of the job.