Josie Maran hiring Executive Assistant in United States | LinkedIn (2024)

The role of Executive Assistant will support three business leaders within the JOSIE MARAN organization (CFO, CMO, SVP Sales) and is responsible for providing comprehensive administrative support with a high level of professionalism and confidentiality. This position requires the ability to prioritize, anticipate needs, think critically, and be solution oriented. We require an individual with a positive disposition and excellent communication skills who can manage and affably interface with employees, clients, and vendors. This position requires an individual who is driven and able to thrive in a fast-paced environment and manage deep exposure to the demands of a growing business. This is a highly interactive role where you will partner closely with the Leadership Team and cross-functional teams as well as act as a communicative link to ensure smooth running and efficient operations between departments.

The role is remote.

Primary Duties & Responsibilities:

• Prioritize multiple inquiries and requests while troubleshooting and diminishing scheduling conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the 3 executives including those of a sensitive or confidential nature. Proposes appropriate course of action, referral, or response.
• Coordinate large meetings including the management of attendees, booking location and time, arranging meal and any materials/assets needed
• Coordinate department needs and information between Marketing, Sales, Finance, Education, Creative, Product Development, Project Management and all other individuals and departments.
• Create agendas for key meetings and ensure follow-up on actions items
• Lead, drive. and execute on various team events, socials, offsite meetings, etc. Schedule and coordinate logistics for meetings, conferences, and special events (onsite and offsite).
• Create PowerPoint presentations and coordinate information, timeline, preparation of documents and materials for meetings and major presentations.
• Exercise independent judgment to plan, prioritize and organize diversified workload, recommending changes in office practices and procedures.

Provide administrative support including (but not limited to):

• Advanced word processing of all memos, emails, letters, agendas, meeting minutes, etc.
• Management of complex calendars day-to-day
• Create report and submit expenses for approval and payment.
• File invoices and receipts when received.
• Renew memberships, visas, credit cards, passports as well as any subscriptions.
• Conduct research on venues, gifting, etc.
• Update team organizational charts when necessary.
• Manage the new hire on-boarding process among the teams.
• Plans and coordinates U.S. and international travel and build organized, detailed trip itineraries.
• Manage highly sensitive and confidential information and materials

Qualifications & Competencies:

The ideal candidate for this role should have:

• Minimum of 4 years’ experience supporting Senior Executives in a corporate environment.
• Bachelor’s degree preferred.
• Excellent technical skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.).
• High level of confidentiality and ability to handle sensitive information.
• Strong verbal and written communication skills, adept at managing multiple tasks and priorities.
• Professionalism, flexibility, and adaptability.
• Intuitive problem-solving abilities.
• Positive attitude, enthusiasm, and a sense of urgency in business matters.
• Strong organizational skills, attention to detail, and ability to prioritize workload.
• Capacity to work collaboratively across functions.
• Self-motivated, action-oriented, and deadline-driven.
• Proficient in managing complexity.
• Skilled in networking and building relationships for effective collaboration.
• Capable of influencing teams and individuals to achieve results with minimal guidance.