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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.
Seniority level
Not Applicable
Employment type
Full-time
Job function
Administrative
Industries
Personal Care Product Manufacturing and Retail Health and Personal Care Products
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