Executive Assistant
Josie Maran United States
Josie Maran United States
3 weeks ago
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Josie Maran United States
3 weeks ago
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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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