Executive Assistant
WellnessIQ, Independence, OH, United States
Position Summary
The Administrative Assistant facilitates the efficient operation of the assigned departments by performing a variety of clerical and administrative tasks. This position will support and report to the Vice President of Sales, the Vice President of Client Experience, and the Vice President of Operations.
Major Responsibilities
Calendar Management: Efficiently manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
Communication Handling: Screen and prioritize emails, phone calls, and other communications, ensuring timely responses and effective communication flow.
Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
Travel Arrangements: Arrange travel itineraries, accommodations, and transportation for the executive, ensuring all logistics are handled smoothly.
Document Preparation: Draft, proofread, and edit documents, reports, and presentations with a high level of accuracy and professionalism.
Expense Management: Handle the executive's expense reports, ensuring all expenses are accurately documented and submitted in a timely manner.
Confidentiality: Maintain the highest level of confidentiality and discretion in handling sensitive information.
Office Management: Oversee the general administration of the executive's office, including ordering supplies, managing office equipment, and liaising with vendors.
Project Support: Assist with special projects and initiatives as needed, providing research, coordination, and administrative support.
In Office Support: Available for in-office support as needed, including receiving packages and mail, meeting maintenance personnel and other facility related duties.
Office Supply Management: Manage and restock office supplies as needed.
Office Mailing: Manage the logistics of mailing/UPS/FedEx including coordinating with UPS for pickups and deliveries as needed.
New Hire Welcome Support: Support the logistics of onboarding new employees, including welcoming the day of, ordering welcome gifts and ensuring their equipment is available for pickup.
Swag and Gift Support: Managing the process of ordering and ensuring delivery of swag, vendor and broker gifts and any applicable holiday gifts.
Ancillary Support: Complete ancillary service documentation as requested for service team.
Other duties as assigned.
Job Requirements & Qualifications
Education: A bachelor's degree in business administration, communications, or a related field is preferred.
Experience: Minimum of 5 years of experience as an executive assistant or in a similar administrative role supporting senior‑level executives preferred.
Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
Communication Skills: Excellent written and verbal communication skills, with the ability to interact effectively with all levels of the organization.
Basic Understanding of Clerical Procedures and Systems.
Organizational Skills: Exceptional organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
Attention to Detail: High level of accuracy and attention to detail in all aspects of work.
Problem‑Solving: Strong problem‑solving skills, with the ability to anticipate issues and proactively find solutions.
Confidentiality: Demonstrated ability to handle confidential information with discretion and professionalism.
Interpersonal Skills: Strong interpersonal skills, with the ability to build and maintain positive relationships with internal and external stakeholders.
Ability to work independently, but strongly give directive as needed.
Supervisory Responsibilities
None
Certificates, Licenses, Registration
None
Physical Demands
Ability to sit at a computer for long periods of time and use a telephone frequently; Standing, walking, talking, hearing, sitting, reaching; Lifting up to 25 lbs. occasionally; lifting up to 10 lbs. regularly.
Working Conditions
Climate controlled open office environment. Travel to client offices and work locations. More travel during periods of heavy activity, such as new client onboarding.
Pay Range
48,000 - 52,000 USD per year (Corporate Office)
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The Administrative Assistant facilitates the efficient operation of the assigned departments by performing a variety of clerical and administrative tasks. This position will support and report to the Vice President of Sales, the Vice President of Client Experience, and the Vice President of Operations.
Major Responsibilities
Calendar Management: Efficiently manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
Communication Handling: Screen and prioritize emails, phone calls, and other communications, ensuring timely responses and effective communication flow.
Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
Travel Arrangements: Arrange travel itineraries, accommodations, and transportation for the executive, ensuring all logistics are handled smoothly.
Document Preparation: Draft, proofread, and edit documents, reports, and presentations with a high level of accuracy and professionalism.
Expense Management: Handle the executive's expense reports, ensuring all expenses are accurately documented and submitted in a timely manner.
Confidentiality: Maintain the highest level of confidentiality and discretion in handling sensitive information.
Office Management: Oversee the general administration of the executive's office, including ordering supplies, managing office equipment, and liaising with vendors.
Project Support: Assist with special projects and initiatives as needed, providing research, coordination, and administrative support.
In Office Support: Available for in-office support as needed, including receiving packages and mail, meeting maintenance personnel and other facility related duties.
Office Supply Management: Manage and restock office supplies as needed.
Office Mailing: Manage the logistics of mailing/UPS/FedEx including coordinating with UPS for pickups and deliveries as needed.
New Hire Welcome Support: Support the logistics of onboarding new employees, including welcoming the day of, ordering welcome gifts and ensuring their equipment is available for pickup.
Swag and Gift Support: Managing the process of ordering and ensuring delivery of swag, vendor and broker gifts and any applicable holiday gifts.
Ancillary Support: Complete ancillary service documentation as requested for service team.
Other duties as assigned.
Job Requirements & Qualifications
Education: A bachelor's degree in business administration, communications, or a related field is preferred.
Experience: Minimum of 5 years of experience as an executive assistant or in a similar administrative role supporting senior‑level executives preferred.
Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
Communication Skills: Excellent written and verbal communication skills, with the ability to interact effectively with all levels of the organization.
Basic Understanding of Clerical Procedures and Systems.
Organizational Skills: Exceptional organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
Attention to Detail: High level of accuracy and attention to detail in all aspects of work.
Problem‑Solving: Strong problem‑solving skills, with the ability to anticipate issues and proactively find solutions.
Confidentiality: Demonstrated ability to handle confidential information with discretion and professionalism.
Interpersonal Skills: Strong interpersonal skills, with the ability to build and maintain positive relationships with internal and external stakeholders.
Ability to work independently, but strongly give directive as needed.
Supervisory Responsibilities
None
Certificates, Licenses, Registration
None
Physical Demands
Ability to sit at a computer for long periods of time and use a telephone frequently; Standing, walking, talking, hearing, sitting, reaching; Lifting up to 25 lbs. occasionally; lifting up to 10 lbs. regularly.
Working Conditions
Climate controlled open office environment. Travel to client offices and work locations. More travel during periods of heavy activity, such as new client onboarding.
Pay Range
48,000 - 52,000 USD per year (Corporate Office)
#J-18808-Ljbffr