(Hybrid) International group needs a seasoned Executive Admin to support the President and will settle for only the best! This Jobot Job is hosted by: Nicki Garcia Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume. Salary: $78,000 - $97,000 per year A bit about us: We are an international supplier of highly customized boxing and packaging that has been the leader in their space for all Fortune 500 companies. With over 25 years of success we are looking to strengthen our HR Support team with this HRIS Manager to link between HR and Operations creating a more successful partnership and real time data to drive efficiency. Why join us? This cutting edge manufacturing team is leveraging technology as huge push for 2023 where they are looking to automate and create centers of excellence for HR and all operational divisions. This role report to the President/CEO and will have high visibility to the entire leadership team while they tackle calendaring, email correspondence, corporate travel, meeting arrangements, and many more confidential tasks for the President. This is a huge opportunity to learn ADP Workforce Now and apply previous Executive Admin experience. Not only will you have opportunity to drive change but you will have the ability to work from home a couple days a week once the training period is over. Job Details We are seeking a highly motivated and organized Executive Administrative Assistant to join our team in the Manufacturing industry. The ideal candidate must have a bachelor's degree and at least 5+ years of experience in executive administrative support. The candidate must also possess past experience with corporate travel and have exceptional communication, interpersonal, and organizational skills. Responsibilities: Manage and maintain executive calendars, including scheduling meetings, appointments, and conference calls Coordinate domestic and international travel arrangements for executives Prepare meeting materials, including agendas, presentations, and reports Attend meetings and take detailed minutes Prepare ad hoc reports and presentations as needed Track and manage executive expenses, including expense reports and reimbursements Maintain electronic filing systems and ensure documents are organized and easily accessible Proficient in MS Excel, MS Word, MS Outlook, and ADP Workforce Now Draft memos and correspondence on behalf of executives Attend board meetings and assist with presentations and materials Manage phone messages and emails on behalf of executives Communicate effectively with all levels of the organization, including C-Suite executives Qualifications: Bachelor's degree required 5+ years of experience in executive administrative support Strong organizational skills and attention to detail Excellent communication and interpersonal skills Proficient in MS Excel, MS Word, MS Outlook, and ADP Workforce Now Ability to multitask and prioritize in a fast-paced environment Strong problem-solving skills and ability to work independently Ability to maintain confidentiality and handle sensitive information with discretion Experience in the Manufacturing industry is a plus If you are a highly motivated and organized individual with a passion for executive administrative support, we encourage you to apply for this exciting opportunity in the Manufacturing industry. We offer a competitive salary, comprehensive benefits package, and opportunities for growth and advancement within the company. Interested in hearing more? Easy Apply now by clicking the "Apply" button.
03/20/2025
Full time
(Hybrid) International group needs a seasoned Executive Admin to support the President and will settle for only the best! This Jobot Job is hosted by: Nicki Garcia Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume. Salary: $78,000 - $97,000 per year A bit about us: We are an international supplier of highly customized boxing and packaging that has been the leader in their space for all Fortune 500 companies. With over 25 years of success we are looking to strengthen our HR Support team with this HRIS Manager to link between HR and Operations creating a more successful partnership and real time data to drive efficiency. Why join us? This cutting edge manufacturing team is leveraging technology as huge push for 2023 where they are looking to automate and create centers of excellence for HR and all operational divisions. This role report to the President/CEO and will have high visibility to the entire leadership team while they tackle calendaring, email correspondence, corporate travel, meeting arrangements, and many more confidential tasks for the President. This is a huge opportunity to learn ADP Workforce Now and apply previous Executive Admin experience. Not only will you have opportunity to drive change but you will have the ability to work from home a couple days a week once the training period is over. Job Details We are seeking a highly motivated and organized Executive Administrative Assistant to join our team in the Manufacturing industry. The ideal candidate must have a bachelor's degree and at least 5+ years of experience in executive administrative support. The candidate must also possess past experience with corporate travel and have exceptional communication, interpersonal, and organizational skills. Responsibilities: Manage and maintain executive calendars, including scheduling meetings, appointments, and conference calls Coordinate domestic and international travel arrangements for executives Prepare meeting materials, including agendas, presentations, and reports Attend meetings and take detailed minutes Prepare ad hoc reports and presentations as needed Track and manage executive expenses, including expense reports and reimbursements Maintain electronic filing systems and ensure documents are organized and easily accessible Proficient in MS Excel, MS Word, MS Outlook, and ADP Workforce Now Draft memos and correspondence on behalf of executives Attend board meetings and assist with presentations and materials Manage phone messages and emails on behalf of executives Communicate effectively with all levels of the organization, including C-Suite executives Qualifications: Bachelor's degree required 5+ years of experience in executive administrative support Strong organizational skills and attention to detail Excellent communication and interpersonal skills Proficient in MS Excel, MS Word, MS Outlook, and ADP Workforce Now Ability to multitask and prioritize in a fast-paced environment Strong problem-solving skills and ability to work independently Ability to maintain confidentiality and handle sensitive information with discretion Experience in the Manufacturing industry is a plus If you are a highly motivated and organized individual with a passion for executive administrative support, we encourage you to apply for this exciting opportunity in the Manufacturing industry. We offer a competitive salary, comprehensive benefits package, and opportunities for growth and advancement within the company. Interested in hearing more? Easy Apply now by clicking the "Apply" button.
This Jobot Job is hosted by: Craig Rosecrans Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume. Salary: $50,000 - $60,000 per year A bit about us: We are seeking a highly organized and professional Permanent Executive Assistant to support our CEO in our fast-paced Manufacturing industry. This is an exciting opportunity for an individual with a strong background in executive-level administrative support to play a pivotal role in our company. The Executive Assistant will be responsible for a broad range of strategic and tactical administrative support activities and will work closely with the CEO to help facilitate the smooth running of the company. This role requires a high level of discretion and confidentiality, excellent organizational skills, and the ability to manage complex and highly confidential information. Why join us? Competitive Base Salary Flexible Hours Very generous PTO Dental and Vision, FSA, HSA Small team, autonomy Many more great perks! Job Details Responsibilities: 1. Manage and maintain the CEO's calendar, including scheduling and coordinating meetings, conferences, and appointments. 2. Prepare and edit correspondence, communications, presentations, and other documents for the CEO. 3. Manage and coordinate travel and accommodation arrangements for the CEO. 4. Liaise with internal staff at all levels and interact with external clients and stakeholders. 5. Organize and maintain the executive office for efficiency, including data and file management. 6. Conduct research, compile data, and prepare reports for consideration and presentation by the CEO. 7. Attend meetings and events, providing assistance and support to the CEO as needed. 8. Coordinate project timelines and deadlines and follow up on important actions and decisions from meetings. 9. Prepare necessary documents or research in preparation for meetings and work engagements. Qualifications: 1. Minimum of 5+ years of experience in an executive support role, preferably in a manufacturing industry. 2. Proficient in Microsoft Office Suite, especially Excel and Outlook, and experienced in calendar management. 3. Exceptional interpersonal skills with the ability to interact effectively with all levels of the organization. 4. Excellent written and verbal communication skills. 5. Ability to handle sensitive and confidential information with discretion. 6. Proven ability to manage projects, work under pressure, and consistently meet deadlines. 7. Strong problem-solving skills and the ability to make decisions under pressure. 8. A proactive approach to problem-solving with strong decision-making skills. 9. Ability to multitask and prioritize work. 10. A professional and resourceful style with the ability to work independently. 11. Bachelor's degree preferred. This is an exciting opportunity to join a dynamic team in a key role. The successful candidate will have the chance to make a significant impact on our organization and contribute to our continued success. If you are a motivated, organized, and dedicated professional with the qualifications listed above, we would love to hear from you. Interested in hearing more? Easy Apply now by clicking the "Apply" button. Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.
03/19/2025
Full time
This Jobot Job is hosted by: Craig Rosecrans Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume. Salary: $50,000 - $60,000 per year A bit about us: We are seeking a highly organized and professional Permanent Executive Assistant to support our CEO in our fast-paced Manufacturing industry. This is an exciting opportunity for an individual with a strong background in executive-level administrative support to play a pivotal role in our company. The Executive Assistant will be responsible for a broad range of strategic and tactical administrative support activities and will work closely with the CEO to help facilitate the smooth running of the company. This role requires a high level of discretion and confidentiality, excellent organizational skills, and the ability to manage complex and highly confidential information. Why join us? Competitive Base Salary Flexible Hours Very generous PTO Dental and Vision, FSA, HSA Small team, autonomy Many more great perks! Job Details Responsibilities: 1. Manage and maintain the CEO's calendar, including scheduling and coordinating meetings, conferences, and appointments. 2. Prepare and edit correspondence, communications, presentations, and other documents for the CEO. 3. Manage and coordinate travel and accommodation arrangements for the CEO. 4. Liaise with internal staff at all levels and interact with external clients and stakeholders. 5. Organize and maintain the executive office for efficiency, including data and file management. 6. Conduct research, compile data, and prepare reports for consideration and presentation by the CEO. 7. Attend meetings and events, providing assistance and support to the CEO as needed. 8. Coordinate project timelines and deadlines and follow up on important actions and decisions from meetings. 9. Prepare necessary documents or research in preparation for meetings and work engagements. Qualifications: 1. Minimum of 5+ years of experience in an executive support role, preferably in a manufacturing industry. 2. Proficient in Microsoft Office Suite, especially Excel and Outlook, and experienced in calendar management. 3. Exceptional interpersonal skills with the ability to interact effectively with all levels of the organization. 4. Excellent written and verbal communication skills. 5. Ability to handle sensitive and confidential information with discretion. 6. Proven ability to manage projects, work under pressure, and consistently meet deadlines. 7. Strong problem-solving skills and the ability to make decisions under pressure. 8. A proactive approach to problem-solving with strong decision-making skills. 9. Ability to multitask and prioritize work. 10. A professional and resourceful style with the ability to work independently. 11. Bachelor's degree preferred. This is an exciting opportunity to join a dynamic team in a key role. The successful candidate will have the chance to make a significant impact on our organization and contribute to our continued success. If you are a motivated, organized, and dedicated professional with the qualifications listed above, we would love to hear from you. Interested in hearing more? Easy Apply now by clicking the "Apply" button. Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.
This Jobot Job is hosted by: Craig Rosecrans Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume. Salary: $50,000 - $60,000 per year A bit about us: We are seeking a highly organized and professional Permanent Executive Assistant to support our CEO in our fast-paced Manufacturing industry. This is an exciting opportunity for an individual with a strong background in executive-level administrative support to play a pivotal role in our company. The Executive Assistant will be responsible for a broad range of strategic and tactical administrative support activities and will work closely with the CEO to help facilitate the smooth running of the company. This role requires a high level of discretion and confidentiality, excellent organizational skills, and the ability to manage complex and highly confidential information. Why join us? Competitive Base Salary Flexible Hours Very generous PTO Dental and Vision, FSA, HSA Small team, autonomy Many more great perks! Job Details Responsibilities: 1. Manage and maintain the CEO's calendar, including scheduling and coordinating meetings, conferences, and appointments. 2. Prepare and edit correspondence, communications, presentations, and other documents for the CEO. 3. Manage and coordinate travel and accommodation arrangements for the CEO. 4. Liaise with internal staff at all levels and interact with external clients and stakeholders. 5. Organize and maintain the executive office for efficiency, including data and file management. 6. Conduct research, compile data, and prepare reports for consideration and presentation by the CEO. 7. Attend meetings and events, providing assistance and support to the CEO as needed. 8. Coordinate project timelines and deadlines and follow up on important actions and decisions from meetings. 9. Prepare necessary documents or research in preparation for meetings and work engagements. Qualifications: 1. Minimum of 5+ years of experience in an executive support role, preferably in a manufacturing industry. 2. Proficient in Microsoft Office Suite, especially Excel and Outlook, and experienced in calendar management. 3. Exceptional interpersonal skills with the ability to interact effectively with all levels of the organization. 4. Excellent written and verbal communication skills. 5. Ability to handle sensitive and confidential information with discretion. 6. Proven ability to manage projects, work under pressure, and consistently meet deadlines. 7. Strong problem-solving skills and the ability to make decisions under pressure. 8. A proactive approach to problem-solving with strong decision-making skills. 9. Ability to multitask and prioritize work. 10. A professional and resourceful style with the ability to work independently. 11. Bachelor's degree preferred. This is an exciting opportunity to join a dynamic team in a key role. The successful candidate will have the chance to make a significant impact on our organization and contribute to our continued success. If you are a motivated, organized, and dedicated professional with the qualifications listed above, we would love to hear from you. Interested in hearing more? Easy Apply now by clicking the "Apply" button. Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.
03/13/2025
Full time
This Jobot Job is hosted by: Craig Rosecrans Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume. Salary: $50,000 - $60,000 per year A bit about us: We are seeking a highly organized and professional Permanent Executive Assistant to support our CEO in our fast-paced Manufacturing industry. This is an exciting opportunity for an individual with a strong background in executive-level administrative support to play a pivotal role in our company. The Executive Assistant will be responsible for a broad range of strategic and tactical administrative support activities and will work closely with the CEO to help facilitate the smooth running of the company. This role requires a high level of discretion and confidentiality, excellent organizational skills, and the ability to manage complex and highly confidential information. Why join us? Competitive Base Salary Flexible Hours Very generous PTO Dental and Vision, FSA, HSA Small team, autonomy Many more great perks! Job Details Responsibilities: 1. Manage and maintain the CEO's calendar, including scheduling and coordinating meetings, conferences, and appointments. 2. Prepare and edit correspondence, communications, presentations, and other documents for the CEO. 3. Manage and coordinate travel and accommodation arrangements for the CEO. 4. Liaise with internal staff at all levels and interact with external clients and stakeholders. 5. Organize and maintain the executive office for efficiency, including data and file management. 6. Conduct research, compile data, and prepare reports for consideration and presentation by the CEO. 7. Attend meetings and events, providing assistance and support to the CEO as needed. 8. Coordinate project timelines and deadlines and follow up on important actions and decisions from meetings. 9. Prepare necessary documents or research in preparation for meetings and work engagements. Qualifications: 1. Minimum of 5+ years of experience in an executive support role, preferably in a manufacturing industry. 2. Proficient in Microsoft Office Suite, especially Excel and Outlook, and experienced in calendar management. 3. Exceptional interpersonal skills with the ability to interact effectively with all levels of the organization. 4. Excellent written and verbal communication skills. 5. Ability to handle sensitive and confidential information with discretion. 6. Proven ability to manage projects, work under pressure, and consistently meet deadlines. 7. Strong problem-solving skills and the ability to make decisions under pressure. 8. A proactive approach to problem-solving with strong decision-making skills. 9. Ability to multitask and prioritize work. 10. A professional and resourceful style with the ability to work independently. 11. Bachelor's degree preferred. This is an exciting opportunity to join a dynamic team in a key role. The successful candidate will have the chance to make a significant impact on our organization and contribute to our continued success. If you are a motivated, organized, and dedicated professional with the qualifications listed above, we would love to hear from you. Interested in hearing more? Easy Apply now by clicking the "Apply" button. Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.
We are seeking an executive assistant to provide essential support and empower our senior leadership team. The ideal candidate will be a proactive problem solver with outstanding communication skills and a keen eye for detail. This individual should have experience in an office setting, handling administrative tasks, and offering support to managers. Responsibilities: Provide primary support to the CEO, President, CTO and additional assistance to other executive team members, as needed, to ensure the successful achievement of company goals and efficient operations. Refine and maintain internal processes that support senior executives across the company, coordinating both internal and external resources to streamline workflows. Manage communications with employees by acting as a liaison between internal and external executives on various projects and tasks. Plan and coordinate activities to ensure senior executives' priorities are met, organizational goals are reached, and best practices are maintained. Oversee the CEO, President, and CTO's professional and personal schedule, including managing agendas, mail, email, phone calls, client relations, and other company logistics. Coordinate complex calendar management and scheduling, ensuring smooth communication and flow of information to senior executives. Handle travel logistics for senior executives, including accommodation, transportation, and meals. Provide administrative and office support, including typing, dictation, creating spreadsheets, faxing, and maintaining filing systems and contact databases. Uphold professionalism and maintain strict confidentiality with all materials. Organize team communications and coordinate internal and off-site events. Required Skills/Qualifications/Duty Experience Essential: Four or more years of experience in an administrative role reporting directly to upper management Excellent written and verbal communication skills Strong time-management skills and an ability to organize and coordinate multiple concurrent projects Proficiency with office productivity tools and an aptitude for learning new software and systems Flexible team player, willing to adapt to changes and unafraid of challenges Ability to maintain confidentiality of information related to the company and its employees Preferred: Experience with filing systems and budgets Experience in proposal writing. Security Requirements Must possess and maintain a TS/SCI clearance at time of hire Education/Certification Requirements N/A Travel: Ability to travel as needed, estimate less than 25% What We Offer: Competitive salary and performance-based incentives Comprehensive health, dental, and vision benefits Opportunities for professional development and certifications Flexible work environment with hybrid or remote options A supportive, innovative, and growth-oriented culture How to Apply: If you are passionate about building and maintaining reliable systems and thrive in a fast-paced environment, we want to hear from you! Please submit your resume and a cover letter detailing your experience and enthusiasm for the role to .
03/09/2025
Full time
We are seeking an executive assistant to provide essential support and empower our senior leadership team. The ideal candidate will be a proactive problem solver with outstanding communication skills and a keen eye for detail. This individual should have experience in an office setting, handling administrative tasks, and offering support to managers. Responsibilities: Provide primary support to the CEO, President, CTO and additional assistance to other executive team members, as needed, to ensure the successful achievement of company goals and efficient operations. Refine and maintain internal processes that support senior executives across the company, coordinating both internal and external resources to streamline workflows. Manage communications with employees by acting as a liaison between internal and external executives on various projects and tasks. Plan and coordinate activities to ensure senior executives' priorities are met, organizational goals are reached, and best practices are maintained. Oversee the CEO, President, and CTO's professional and personal schedule, including managing agendas, mail, email, phone calls, client relations, and other company logistics. Coordinate complex calendar management and scheduling, ensuring smooth communication and flow of information to senior executives. Handle travel logistics for senior executives, including accommodation, transportation, and meals. Provide administrative and office support, including typing, dictation, creating spreadsheets, faxing, and maintaining filing systems and contact databases. Uphold professionalism and maintain strict confidentiality with all materials. Organize team communications and coordinate internal and off-site events. Required Skills/Qualifications/Duty Experience Essential: Four or more years of experience in an administrative role reporting directly to upper management Excellent written and verbal communication skills Strong time-management skills and an ability to organize and coordinate multiple concurrent projects Proficiency with office productivity tools and an aptitude for learning new software and systems Flexible team player, willing to adapt to changes and unafraid of challenges Ability to maintain confidentiality of information related to the company and its employees Preferred: Experience with filing systems and budgets Experience in proposal writing. Security Requirements Must possess and maintain a TS/SCI clearance at time of hire Education/Certification Requirements N/A Travel: Ability to travel as needed, estimate less than 25% What We Offer: Competitive salary and performance-based incentives Comprehensive health, dental, and vision benefits Opportunities for professional development and certifications Flexible work environment with hybrid or remote options A supportive, innovative, and growth-oriented culture How to Apply: If you are passionate about building and maintaining reliable systems and thrive in a fast-paced environment, we want to hear from you! Please submit your resume and a cover letter detailing your experience and enthusiasm for the role to .
Re-Location Candidates Welcome! Bi-Lingual, English and Vietnamese/Executive Personal Assistant to Founder/CEO, Successful Global Manufacturing Company, Sugarland, Texas Our client, a global manufacturing company that is highly successful is looking for a right hand Executive Personal Assistant to support the Founder/CEO. The candidate MUST be bi-lingual, English/Vietnamese, has experience supporting a high-level executive and has a polished professional presentation. This is an exciting opportunity for someone who thrives in a fast-paced environment and also has an interest in learning more about their business. About the Job: Support the Founder/CEO as a right hand managing an ever- changing calendar, personal and professional in multiple time zones, Prioritize emails and craft responses on his behalf Organize and manage global travel arrangements with detailed itineraries Interact with executive team on behalf of the CEO Handle board of director meetings including organizing and assembling collateral materials Prepare CEO for other meetings including research, as needed Plan events and dinners, personal and professional Expense reporting, personal and professional Handle personal work such as running errands, Dr appointment scheduling, updating car maintenance/registrations and other ad hoc projects Salary plus Discretionary Bonus; Comprehensive Health Plan About You: At least 4 of experience as an Executive Personal Assistant supporting a busy executive. MUST be bi-lingual, English/Vietnamese Bachelors Degree Very detail oriented and organized with exceptional project management skills High level of integrity and discretion in handling all confidential information; high emotional and intellectual intelligence Excellent Microsoft Office Suite skills Excellent written and verbal communication skills An engaging professional polished demeanor with a no job too small attitude
03/06/2025
Re-Location Candidates Welcome! Bi-Lingual, English and Vietnamese/Executive Personal Assistant to Founder/CEO, Successful Global Manufacturing Company, Sugarland, Texas Our client, a global manufacturing company that is highly successful is looking for a right hand Executive Personal Assistant to support the Founder/CEO. The candidate MUST be bi-lingual, English/Vietnamese, has experience supporting a high-level executive and has a polished professional presentation. This is an exciting opportunity for someone who thrives in a fast-paced environment and also has an interest in learning more about their business. About the Job: Support the Founder/CEO as a right hand managing an ever- changing calendar, personal and professional in multiple time zones, Prioritize emails and craft responses on his behalf Organize and manage global travel arrangements with detailed itineraries Interact with executive team on behalf of the CEO Handle board of director meetings including organizing and assembling collateral materials Prepare CEO for other meetings including research, as needed Plan events and dinners, personal and professional Expense reporting, personal and professional Handle personal work such as running errands, Dr appointment scheduling, updating car maintenance/registrations and other ad hoc projects Salary plus Discretionary Bonus; Comprehensive Health Plan About You: At least 4 of experience as an Executive Personal Assistant supporting a busy executive. MUST be bi-lingual, English/Vietnamese Bachelors Degree Very detail oriented and organized with exceptional project management skills High level of integrity and discretion in handling all confidential information; high emotional and intellectual intelligence Excellent Microsoft Office Suite skills Excellent written and verbal communication skills An engaging professional polished demeanor with a no job too small attitude
This Jobot Job is hosted by: Hanani Carlisle Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume. Salary: $100,000 - $150,000 per year A bit about us: We are one of the world's largest suppliers of produce, servicing the biggest retail and food manufacturing companies around the globe. Why join us? Full range of benefits, including 401(k), medical, dental and vision coverage. Company paid Life and Disability Insurance. 401(k) with a company match. Generous PTO accrual, increasing each year. Free Lunch Daily. Unlimited Snacks & Refreshments. Company is experiencing Hyper Growth - lots of opportunity for advancement! Job Details About the job We are seeking a highly organized and proactive Personal / Executive Assistant to provide top-tier support to our CEO. This role requires a self-starter with exceptional organizational skills, the ability to manage complex schedules and event logistics, and a commitment to delivering outstanding results. The ideal candidate thrives in fast-paced environments, responds effectively to urgent situations, and demonstrates flexibility and discretion. This position involves responsibilities outside standard working hours to ensure seamless executive support. Responsibilities Must have experience supporting a C-level executive. Manage and optimize the CEO's calendar, coordinating appointments, meetings, and events with precision. Oversee all correspondence, including responding to emails, prioritizing action items, and ensuring timely follow-ups. Serve as a gatekeeper, resolving conflicts, streamlining workflows, and making recommendations for smoother operations. Plan and manage complex travel arrangements, including booking flights, accommodations, and ground transportation. Monitor and adjust itineraries in real-time to address changes or disruptions. Organize and execute events, showcasing exceptional planning and attention to detail. Reconcile expenses and maintain detailed records of financial transactions. Conduct research, prepare documents, and collect information to support decision-making and conserve the CEO's time. Assist with ad hoc personal tasks, such as scheduling personal appointments, arranging gifts, and maintaining personal technology. Adjust to the CEO's dynamic schedule, providing real-time updates and support as needed. Be accessible outside traditional office hours to address urgent matters. Handle sensitive information with the utmost confidentiality and professionalism. Perform other tasks as assigned, adapting to the evolving needs of the CEO and the business. Qualifications Proven experience as an executive or personal assistant, preferably in a high-demand environment. Superior organizational skills with meticulous attention to detail. Strong written and verbal communication abilities. Proficiency in managing complex calendars and travel arrangements. Adept at using technology, including solid proficiency with Microsoft Excel. Ability to anticipate needs, think critically, and offer solutions with minimal supervision. Demonstrates flexibility, resourcefulness, and a proactive attitude. Interested in hearing more? Easy Apply now by clicking the "Apply" button.
03/01/2025
Full time
This Jobot Job is hosted by: Hanani Carlisle Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume. Salary: $100,000 - $150,000 per year A bit about us: We are one of the world's largest suppliers of produce, servicing the biggest retail and food manufacturing companies around the globe. Why join us? Full range of benefits, including 401(k), medical, dental and vision coverage. Company paid Life and Disability Insurance. 401(k) with a company match. Generous PTO accrual, increasing each year. Free Lunch Daily. Unlimited Snacks & Refreshments. Company is experiencing Hyper Growth - lots of opportunity for advancement! Job Details About the job We are seeking a highly organized and proactive Personal / Executive Assistant to provide top-tier support to our CEO. This role requires a self-starter with exceptional organizational skills, the ability to manage complex schedules and event logistics, and a commitment to delivering outstanding results. The ideal candidate thrives in fast-paced environments, responds effectively to urgent situations, and demonstrates flexibility and discretion. This position involves responsibilities outside standard working hours to ensure seamless executive support. Responsibilities Must have experience supporting a C-level executive. Manage and optimize the CEO's calendar, coordinating appointments, meetings, and events with precision. Oversee all correspondence, including responding to emails, prioritizing action items, and ensuring timely follow-ups. Serve as a gatekeeper, resolving conflicts, streamlining workflows, and making recommendations for smoother operations. Plan and manage complex travel arrangements, including booking flights, accommodations, and ground transportation. Monitor and adjust itineraries in real-time to address changes or disruptions. Organize and execute events, showcasing exceptional planning and attention to detail. Reconcile expenses and maintain detailed records of financial transactions. Conduct research, prepare documents, and collect information to support decision-making and conserve the CEO's time. Assist with ad hoc personal tasks, such as scheduling personal appointments, arranging gifts, and maintaining personal technology. Adjust to the CEO's dynamic schedule, providing real-time updates and support as needed. Be accessible outside traditional office hours to address urgent matters. Handle sensitive information with the utmost confidentiality and professionalism. Perform other tasks as assigned, adapting to the evolving needs of the CEO and the business. Qualifications Proven experience as an executive or personal assistant, preferably in a high-demand environment. Superior organizational skills with meticulous attention to detail. Strong written and verbal communication abilities. Proficiency in managing complex calendars and travel arrangements. Adept at using technology, including solid proficiency with Microsoft Excel. Ability to anticipate needs, think critically, and offer solutions with minimal supervision. Demonstrates flexibility, resourcefulness, and a proactive attitude. Interested in hearing more? Easy Apply now by clicking the "Apply" button.
Grow into CFO This Jobot Job is hosted by: Hanani Carlisle Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume. Salary: $120,000 - $150,000 per year A bit about us: Great opportunity to join a health nonprofit as their Controller Why join us? health dental vision retirement PTO Job Details The Controller is responsible for the company's financial health including oversight of all finance, accounting, audit, tax, budgeting and reporting activities. The Controller reports to the CEO. The Controller partners with the Fund Development department and Program Managers to ensure proper stewardship of all grants and other revenues. The Controller provides presentations to the Board, the finance and audit committee and works closely with all team members, including the oversight of an Accounting Assistant. Finance and Accounting Leadership Oversee all accounts, ledgers, and reporting systems ensuring compliance with appropriate GAAP standards and regulatory requirements. Maintain internal control and safeguards for receipt of revenue, costs and program budgets and actual expenditures. Coordinate all audit and tax activity. Analyze financial data and present financial reports in an accurate and timely manner; monthly, quarterly and annual financial statements; compare to actual results with a view to identify, explain and correct variances as appropriate; keep senior leadership abreast of financial status. Lead annual budgeting and planning process with input from key stakeholders: Board, CEO, Program Managers. Prepare and present financials to the Board's audit and finance committees quarterly. Oversee all financial, project/program and grants accounting; ensure that expenditures are consistently aligned with grant and program budgets throughout the grant/fund period; collate financial reporting materials for government, corporate, foundation Manage organizational cash flow forecasting Work in partnership with the program leaders; continuously collaborate with program leaders to assess the financial efficacy of program operations and establish finance and administrative systems to support program operations. Manage and track the performance of invested assets in keeping with policies and investment guidelines. Qualifications Mature leader with five to ten years of accounting, finance and audit experience. Five years of experience in a complex nonprofit that has worked with multiple programs, federal grants, healthcare and/or higher education. Experience gathering, evaluating, and reporting financial information to executive teams and external stakeholders Proven collaboration and teamwork with community stakeholders Proactive, hands-on strategic thinker who will own the responsibility of financial management Experience coordinating audit activities, including single-audit requirements Experience with federal grant budget development, drawdowns and financial reporting A track record in grants management for state, corporate and foundation grants Technology savvy with experience selecting and overseeing software installations and managing relationships with software vendors; advanced knowledge of accounting and reporting software. CPA and/or MBA preferred. Interested in hearing more? Easy Apply now by clicking the "Apply" button.
02/28/2025
Full time
Grow into CFO This Jobot Job is hosted by: Hanani Carlisle Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume. Salary: $120,000 - $150,000 per year A bit about us: Great opportunity to join a health nonprofit as their Controller Why join us? health dental vision retirement PTO Job Details The Controller is responsible for the company's financial health including oversight of all finance, accounting, audit, tax, budgeting and reporting activities. The Controller reports to the CEO. The Controller partners with the Fund Development department and Program Managers to ensure proper stewardship of all grants and other revenues. The Controller provides presentations to the Board, the finance and audit committee and works closely with all team members, including the oversight of an Accounting Assistant. Finance and Accounting Leadership Oversee all accounts, ledgers, and reporting systems ensuring compliance with appropriate GAAP standards and regulatory requirements. Maintain internal control and safeguards for receipt of revenue, costs and program budgets and actual expenditures. Coordinate all audit and tax activity. Analyze financial data and present financial reports in an accurate and timely manner; monthly, quarterly and annual financial statements; compare to actual results with a view to identify, explain and correct variances as appropriate; keep senior leadership abreast of financial status. Lead annual budgeting and planning process with input from key stakeholders: Board, CEO, Program Managers. Prepare and present financials to the Board's audit and finance committees quarterly. Oversee all financial, project/program and grants accounting; ensure that expenditures are consistently aligned with grant and program budgets throughout the grant/fund period; collate financial reporting materials for government, corporate, foundation Manage organizational cash flow forecasting Work in partnership with the program leaders; continuously collaborate with program leaders to assess the financial efficacy of program operations and establish finance and administrative systems to support program operations. Manage and track the performance of invested assets in keeping with policies and investment guidelines. Qualifications Mature leader with five to ten years of accounting, finance and audit experience. Five years of experience in a complex nonprofit that has worked with multiple programs, federal grants, healthcare and/or higher education. Experience gathering, evaluating, and reporting financial information to executive teams and external stakeholders Proven collaboration and teamwork with community stakeholders Proactive, hands-on strategic thinker who will own the responsibility of financial management Experience coordinating audit activities, including single-audit requirements Experience with federal grant budget development, drawdowns and financial reporting A track record in grants management for state, corporate and foundation grants Technology savvy with experience selecting and overseeing software installations and managing relationships with software vendors; advanced knowledge of accounting and reporting software. CPA and/or MBA preferred. Interested in hearing more? Easy Apply now by clicking the "Apply" button.
Sports Nutrition, Growing Start up, Multi-Entity This Jobot Job is hosted by: Dylan Currier Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume. Salary: $80,000 - $100,000 per year A bit about us: We are a dynamic, fast-growing company with multiple entities in the sports nutrition industry. Our CEO is deeply involved in business operations, partnerships with fitness influencers, and industry events. We're seeking a highly organized and proactive Executive Assistant to support his daily activities and ensure seamless business operations. Why join us? Work directly with a dynamic CEO leading an exciting industry. Be part of a growing company with multiple business ventures. Gain exposure to influencer marketing and major industry events. Enjoy a fast-paced, team-oriented work environment where no two days are the same. Job Details As the Executive Assistant to the CEO, you will be the right-hand person, managing his calendar, coordinating meetings, handling communications, and assisting with events and influencer partnerships. This role requires exceptional organizational skills, discretion, and the ability to multitask in a fast-paced environment. You will wear many hats and play a crucial role in supporting the CEO's strategic initiatives. Key Responsibilities: Manage the CEO's schedule, including meetings, travel arrangements, and appointments. Act as a primary point of contact for internal and external stakeholders, including fitness influencers, business partners, and key executives. Assist with planning and executing industry events, influencer collaborations, and brand activations. Coordinate and manage communications, emails, and follow-ups on behalf of the CEO. Prepare reports, presentations, and other documents as needed. Maintain confidentiality and handle sensitive information with discretion. Provide administrative support, including expense tracking, document organization, and office coordination. Anticipate needs and proactively address challenges to optimize the CEO's productivity. Adapt to evolving business needs and take on additional responsibilities as required. Qualifications: 3+ years of experience in an Executive Assistant or similar administrative role, preferably in a fast-paced environment. Strong organizational and time-management skills with impeccable attention to detail. Ability to multitask and prioritize effectively under pressure. Excellent communication skills, both written and verbal. Proficiency in Microsoft Office, Google Suite, and project management tools. Experience coordinating with influencers, event planning, or marketing is a plus. Professionalism, discretion, and a proactive mindset. Passion for the sports nutrition or fitness industry is a bonus. Interested in hearing more? Easy Apply now by clicking the "Apply" button.
02/28/2025
Full time
Sports Nutrition, Growing Start up, Multi-Entity This Jobot Job is hosted by: Dylan Currier Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume. Salary: $80,000 - $100,000 per year A bit about us: We are a dynamic, fast-growing company with multiple entities in the sports nutrition industry. Our CEO is deeply involved in business operations, partnerships with fitness influencers, and industry events. We're seeking a highly organized and proactive Executive Assistant to support his daily activities and ensure seamless business operations. Why join us? Work directly with a dynamic CEO leading an exciting industry. Be part of a growing company with multiple business ventures. Gain exposure to influencer marketing and major industry events. Enjoy a fast-paced, team-oriented work environment where no two days are the same. Job Details As the Executive Assistant to the CEO, you will be the right-hand person, managing his calendar, coordinating meetings, handling communications, and assisting with events and influencer partnerships. This role requires exceptional organizational skills, discretion, and the ability to multitask in a fast-paced environment. You will wear many hats and play a crucial role in supporting the CEO's strategic initiatives. Key Responsibilities: Manage the CEO's schedule, including meetings, travel arrangements, and appointments. Act as a primary point of contact for internal and external stakeholders, including fitness influencers, business partners, and key executives. Assist with planning and executing industry events, influencer collaborations, and brand activations. Coordinate and manage communications, emails, and follow-ups on behalf of the CEO. Prepare reports, presentations, and other documents as needed. Maintain confidentiality and handle sensitive information with discretion. Provide administrative support, including expense tracking, document organization, and office coordination. Anticipate needs and proactively address challenges to optimize the CEO's productivity. Adapt to evolving business needs and take on additional responsibilities as required. Qualifications: 3+ years of experience in an Executive Assistant or similar administrative role, preferably in a fast-paced environment. Strong organizational and time-management skills with impeccable attention to detail. Ability to multitask and prioritize effectively under pressure. Excellent communication skills, both written and verbal. Proficiency in Microsoft Office, Google Suite, and project management tools. Experience coordinating with influencers, event planning, or marketing is a plus. Professionalism, discretion, and a proactive mindset. Passion for the sports nutrition or fitness industry is a bonus. Interested in hearing more? Easy Apply now by clicking the "Apply" button.
If interested, please attach your resume in WORD ** CONSTRUCTION INDUSTRY REQUIRED RESPONSIBILITIES Maintain Daily Contact with the CEO/COO on all matters Coordinate daily calendar for the CEO/COO Must have excellent written and oral communication skills Must be creative while maintaining ability to multitask urgent priorities Plan appointments and events both personal and professional in nature Maintain extreme confidentiality at all times. Make travel arrangements Manage Personal Day to Day Needs Manage phone calls / emails / correspondences Respond promptly to CEO/COO calls and inquiries Facilitate internal and external communication (e.g. distribute information and schedule presentations, meetings and activities) REQUIREMENTS 3+ years Ex Admin experience Construction experience strongly preferred Ability to work independently and creatively Familiarity with online calendars and cloud systems Experience using online office productivity tools Strong communication skills (via phone, email and in-person) Ability to exercise discretion and confidentiality with sensitive company information Excellent organizational skills with an ability to think proactively and prioritize work Excellent communication skills Excellent writing skills and marketing skills Experience with preparing reports
11/04/2021
Full time
If interested, please attach your resume in WORD ** CONSTRUCTION INDUSTRY REQUIRED RESPONSIBILITIES Maintain Daily Contact with the CEO/COO on all matters Coordinate daily calendar for the CEO/COO Must have excellent written and oral communication skills Must be creative while maintaining ability to multitask urgent priorities Plan appointments and events both personal and professional in nature Maintain extreme confidentiality at all times. Make travel arrangements Manage Personal Day to Day Needs Manage phone calls / emails / correspondences Respond promptly to CEO/COO calls and inquiries Facilitate internal and external communication (e.g. distribute information and schedule presentations, meetings and activities) REQUIREMENTS 3+ years Ex Admin experience Construction experience strongly preferred Ability to work independently and creatively Familiarity with online calendars and cloud systems Experience using online office productivity tools Strong communication skills (via phone, email and in-person) Ability to exercise discretion and confidentiality with sensitive company information Excellent organizational skills with an ability to think proactively and prioritize work Excellent communication skills Excellent writing skills and marketing skills Experience with preparing reports
About Freshworks: Freshworks provides intelligent customer engagement software for businesses of all sizes, making it easy for teams to win customers for life. More than 50,000 businesses trust Freshworks, including our employee engagement, customer engagement and CRM solutions, to better support employees so businesses can increase customer satisfaction and lifetime value. Our products are ready to go, easy to use, and offer a quick return on investment.Freshworks has received numerous accolades that include ranking #10 on the prestigious Forbes' Cloud 100 and #22 on the Battery Ventures/Glassdoor Best Places to Work lists. Headquartered in San Mateo, California, Freshworks has a dedicated global team operating from 13 locations to serve our customers throughout the world. Freshworks is backed by leading investors including Accel, CapitalG, Sequoia Capital and Tiger Global Management.What You'll Do:Serve as the point person for Freshworks brand new workplace, including: ordering supplies, stocking consumables, deliveries and shipping services, routine facility maintenance, and repair requestsSource, implement and manage vendor contracts; liaise with property management, security and facilities vendorsOwn all front desk duties - receiving guests, answering phone calls, handling deliveries, monitoring access to the officeAssist the Executive Assistant with managing the CEO's calendar extensively, including organizing internal and external meetings across time zones and locationsBook travel for the Executive team for domestic and internal travelPartner with Recruiting to accommodate candidate interviews with executives and prepare workspaces for new hiresPrepare and file executive expense reportsAssist with onboarding new hires alongside People Operations and ITCoordinate and facilitate company engagement events, work closely with cross-functional leaders to assist with internal & external events, and functions (both virtual and on-site).Identify & implement opportunities to build a more cohesive, happy, productive teamDrop off and pick up packages on and off-site. Requirements:Must work in person at Freshworks' office3+ years of Office Management and/or Executive Assistant experience (Start-up experience is a plus!)Prior experience maintaining confidentiality and dealing with information that is highly sensitivePrioritize multiple tasks seamlessly with impeccable attention to detail Exceptional written and verbal communication skillsPossess a positive, can-do attitude with the desire to take on additional responsibilitiesStrong technical skills including proficiency in (GSuite, Excel, Word, etc)Notary Certified highly preferred Bachelor's Degree preferredLocation:800 Bellevue Way NE, Bellevue, WA 98004Summary of Freshworks Benefits: Freshworks offers multiple options for dental, medical, vision, disability and life insurances. Flexible PTO + paid time off, flexible spending, commuter benefits, work from home, and wellness benefits are also offered. Freshworks also offers adoption and parental leave benefits. Submit Your Application You have successfully applied You have errors in applying Apply With Resume * First Name * Middle Name Last Name * Email * Mobile Phone Social Network and Web Links Provide us with links to see some of your work (Git/ Dribble/ Behance/ Pinterest/ Blog/ Medium) + Employer + Add Employer Education + Add education
11/01/2021
Full time
About Freshworks: Freshworks provides intelligent customer engagement software for businesses of all sizes, making it easy for teams to win customers for life. More than 50,000 businesses trust Freshworks, including our employee engagement, customer engagement and CRM solutions, to better support employees so businesses can increase customer satisfaction and lifetime value. Our products are ready to go, easy to use, and offer a quick return on investment.Freshworks has received numerous accolades that include ranking #10 on the prestigious Forbes' Cloud 100 and #22 on the Battery Ventures/Glassdoor Best Places to Work lists. Headquartered in San Mateo, California, Freshworks has a dedicated global team operating from 13 locations to serve our customers throughout the world. Freshworks is backed by leading investors including Accel, CapitalG, Sequoia Capital and Tiger Global Management.What You'll Do:Serve as the point person for Freshworks brand new workplace, including: ordering supplies, stocking consumables, deliveries and shipping services, routine facility maintenance, and repair requestsSource, implement and manage vendor contracts; liaise with property management, security and facilities vendorsOwn all front desk duties - receiving guests, answering phone calls, handling deliveries, monitoring access to the officeAssist the Executive Assistant with managing the CEO's calendar extensively, including organizing internal and external meetings across time zones and locationsBook travel for the Executive team for domestic and internal travelPartner with Recruiting to accommodate candidate interviews with executives and prepare workspaces for new hiresPrepare and file executive expense reportsAssist with onboarding new hires alongside People Operations and ITCoordinate and facilitate company engagement events, work closely with cross-functional leaders to assist with internal & external events, and functions (both virtual and on-site).Identify & implement opportunities to build a more cohesive, happy, productive teamDrop off and pick up packages on and off-site. Requirements:Must work in person at Freshworks' office3+ years of Office Management and/or Executive Assistant experience (Start-up experience is a plus!)Prior experience maintaining confidentiality and dealing with information that is highly sensitivePrioritize multiple tasks seamlessly with impeccable attention to detail Exceptional written and verbal communication skillsPossess a positive, can-do attitude with the desire to take on additional responsibilitiesStrong technical skills including proficiency in (GSuite, Excel, Word, etc)Notary Certified highly preferred Bachelor's Degree preferredLocation:800 Bellevue Way NE, Bellevue, WA 98004Summary of Freshworks Benefits: Freshworks offers multiple options for dental, medical, vision, disability and life insurances. Flexible PTO + paid time off, flexible spending, commuter benefits, work from home, and wellness benefits are also offered. Freshworks also offers adoption and parental leave benefits. Submit Your Application You have successfully applied You have errors in applying Apply With Resume * First Name * Middle Name Last Name * Email * Mobile Phone Social Network and Web Links Provide us with links to see some of your work (Git/ Dribble/ Behance/ Pinterest/ Blog/ Medium) + Employer + Add Employer Education + Add education
Location: Boston, MA 02109 Introduction: Veolia is the world's leading environmental services company with ~179,000 employees globally and a 160-year history. We help our customers address their environmental and sustainability challenges in energy, water and waste. That means improving our clients' energy efficiency, better managing their water and wastewater, and recovering resources from their wastes. We do this in a safe, cost-effective and innovative manner for cities, governments, campuses, businesses, and industries. Position Purpose: Reports to Executive Assistant to the President and CEO of Veolia North America General office support and Receptionist duties on a daily basis. Office Support: Performs clerical and administrative duties including typing documents, correspondence and reports for their various departments. Composes and initiates routine correspondence and memoranda. Edits and proofs documents for grammar, spelling, and clarity of expression, organization, and conformance to company specifications. Proofs art or graphics and verifies that art and text agree. Enters data from various sources to maintain and update various databases (CIMS) and spreadsheets. Ensures data integrity by verifying input and calculations. Works with an assigned team to develop and maintain standard templates, descriptions and sections of presentations to maximize efficiency and reduce turnaround time. Maintains organized computer and/or hard copy files for easy identification and retrieval. Participate in specific activities (Intermittent, on an occasional basis, ETC.) Provide administrative support as needed for processing purchase orders, managing payment with vendors, managing schedules and special projects as assigned by the Manager. Prepare agendas, coordinate and manage operation mechanisms such as department specific meetings and presentations, attend meetings and subsequently follow-up on significant and timely matters. Arrange travel arrangements as needed and prepare/process expense reports accordingly. Work with C-Level Managers and Sr. Assistants. Foster an environment of appreciation and recognition within the team and complete special projects that positively drive employee engagement. Reception Support: Perform Receptionist duties for breaks, lunch and absences and/or as needs arise. Answer telephone; screen and direct calls. Greet and direct all visitors (including vendor deliveries), ensure all visitors are properly entered into the building visitor log. Troubleshoot and direct inquiries from the public and customers to appropriate departments. Monitor visitor access and maintain security awareness. Prepare correspondence and documents when needed Receive, sort and deliver mail on a daily basis. Organize conference and meeting room bookings. Coordinate meetings and organize catering. Monitor and maintain office equipment. Control inventory relevant to reception, copy and kitchen areas. Maintain the reception, kitchens and general office areas. Maintain and replenish inventory of office supplies. Manage a postage meter machine. Receive corporate PO in Coupa for materials and services, along with coding the corporate invoices before routing for payment. Reconcile vendor statements, research and correct discrepancies. Correspond with vendors and account payable specialists regarding invoices, and purchases. Research and resolve outstanding balances on accounts, via telephone. Email and or phone communications with vendors. Coordinate with the Shared Service Center to ensure prompt payment of invoices. Develops and maintains relationships with field operations and Veolia suppliers Qualifications Education/Experience/Background: High School Diploma or General Education Degree, Advanced Degree is a plus. Minimum three years prior administrative experience. Certification: NA Job Specific Knowledge/Skills/Abilities: Familiarity and ability to maneuver in the Google platform. Able to work independently and handle a wide variety of situations, including conflict resolution and troubleshooting issues. Excellent verbal/written communication, organizational, prioritization, time-management skills and attention to detail required. Must have strong initiative, self-motivation, very high standards and outstanding attention to detail. Demonstrate a professional, positive, and approachable demeanor in working and effectively communicating with a diverse group of people; always demonstrating high emotional intelligence. Exercise discretion, judgment, tact and poise in handling highly sensitive and confidential information. Proactive approach to each task to anticipate needs, establish contingency plans and minimize risks to ensure optimal outcomes. About Veolia: Veolia offers the most complete range of environmental solutions to meet the challenges of cities, governments, campuses, businesses and industries. Our network of talent and hands-on know-how is unique and unrivaled. We help our customers address their environmental and sustainability challenges in energy, water and waste. That means improving our clients' energy efficiency, better managing their water and wastewater, and recovering resources from their wastes. We do this in a safe, cost-effective and innovative manner for more than 550 communities and more than 30,000 businesses, campuses and organizations throughout North America. We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
09/22/2021
Full time
Location: Boston, MA 02109 Introduction: Veolia is the world's leading environmental services company with ~179,000 employees globally and a 160-year history. We help our customers address their environmental and sustainability challenges in energy, water and waste. That means improving our clients' energy efficiency, better managing their water and wastewater, and recovering resources from their wastes. We do this in a safe, cost-effective and innovative manner for cities, governments, campuses, businesses, and industries. Position Purpose: Reports to Executive Assistant to the President and CEO of Veolia North America General office support and Receptionist duties on a daily basis. Office Support: Performs clerical and administrative duties including typing documents, correspondence and reports for their various departments. Composes and initiates routine correspondence and memoranda. Edits and proofs documents for grammar, spelling, and clarity of expression, organization, and conformance to company specifications. Proofs art or graphics and verifies that art and text agree. Enters data from various sources to maintain and update various databases (CIMS) and spreadsheets. Ensures data integrity by verifying input and calculations. Works with an assigned team to develop and maintain standard templates, descriptions and sections of presentations to maximize efficiency and reduce turnaround time. Maintains organized computer and/or hard copy files for easy identification and retrieval. Participate in specific activities (Intermittent, on an occasional basis, ETC.) Provide administrative support as needed for processing purchase orders, managing payment with vendors, managing schedules and special projects as assigned by the Manager. Prepare agendas, coordinate and manage operation mechanisms such as department specific meetings and presentations, attend meetings and subsequently follow-up on significant and timely matters. Arrange travel arrangements as needed and prepare/process expense reports accordingly. Work with C-Level Managers and Sr. Assistants. Foster an environment of appreciation and recognition within the team and complete special projects that positively drive employee engagement. Reception Support: Perform Receptionist duties for breaks, lunch and absences and/or as needs arise. Answer telephone; screen and direct calls. Greet and direct all visitors (including vendor deliveries), ensure all visitors are properly entered into the building visitor log. Troubleshoot and direct inquiries from the public and customers to appropriate departments. Monitor visitor access and maintain security awareness. Prepare correspondence and documents when needed Receive, sort and deliver mail on a daily basis. Organize conference and meeting room bookings. Coordinate meetings and organize catering. Monitor and maintain office equipment. Control inventory relevant to reception, copy and kitchen areas. Maintain the reception, kitchens and general office areas. Maintain and replenish inventory of office supplies. Manage a postage meter machine. Receive corporate PO in Coupa for materials and services, along with coding the corporate invoices before routing for payment. Reconcile vendor statements, research and correct discrepancies. Correspond with vendors and account payable specialists regarding invoices, and purchases. Research and resolve outstanding balances on accounts, via telephone. Email and or phone communications with vendors. Coordinate with the Shared Service Center to ensure prompt payment of invoices. Develops and maintains relationships with field operations and Veolia suppliers Qualifications Education/Experience/Background: High School Diploma or General Education Degree, Advanced Degree is a plus. Minimum three years prior administrative experience. Certification: NA Job Specific Knowledge/Skills/Abilities: Familiarity and ability to maneuver in the Google platform. Able to work independently and handle a wide variety of situations, including conflict resolution and troubleshooting issues. Excellent verbal/written communication, organizational, prioritization, time-management skills and attention to detail required. Must have strong initiative, self-motivation, very high standards and outstanding attention to detail. Demonstrate a professional, positive, and approachable demeanor in working and effectively communicating with a diverse group of people; always demonstrating high emotional intelligence. Exercise discretion, judgment, tact and poise in handling highly sensitive and confidential information. Proactive approach to each task to anticipate needs, establish contingency plans and minimize risks to ensure optimal outcomes. About Veolia: Veolia offers the most complete range of environmental solutions to meet the challenges of cities, governments, campuses, businesses and industries. Our network of talent and hands-on know-how is unique and unrivaled. We help our customers address their environmental and sustainability challenges in energy, water and waste. That means improving our clients' energy efficiency, better managing their water and wastewater, and recovering resources from their wastes. We do this in a safe, cost-effective and innovative manner for more than 550 communities and more than 30,000 businesses, campuses and organizations throughout North America. We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
Beacon Hill Staffing Group, LLC
Arlington, Virginia
Our client, a transportation consulting firm in Arlington, VA, is in need of a temp-to-hire Executive/Administrative Assistant to support the organization and CEO! In this role you will answer the phones, order office supplies, coordinate internal events and meetings, as well as manage the CEO's calendar, book travel arrangements, complete expense reports, and prepare PowerPoint presentations. 3+ years of administrative or executive support is required for this role, along with strong Microsoft Office skills and a high attention to detail. It can pay $24-$30/hour during the temporary period and converts to a $55K-$65K salary DOE. If you are looking to showcase your administrative skills and grow, apply today with your Microsoft Word resume! Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply. Company Profile: Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting . We look forward to working with you. Beacon Hill. Employing the Future (TM)
09/22/2021
Full time
Our client, a transportation consulting firm in Arlington, VA, is in need of a temp-to-hire Executive/Administrative Assistant to support the organization and CEO! In this role you will answer the phones, order office supplies, coordinate internal events and meetings, as well as manage the CEO's calendar, book travel arrangements, complete expense reports, and prepare PowerPoint presentations. 3+ years of administrative or executive support is required for this role, along with strong Microsoft Office skills and a high attention to detail. It can pay $24-$30/hour during the temporary period and converts to a $55K-$65K salary DOE. If you are looking to showcase your administrative skills and grow, apply today with your Microsoft Word resume! Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply. Company Profile: Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting . We look forward to working with you. Beacon Hill. Employing the Future (TM)
Cor Tech is now hiring an Administrative & Marketing Assistant for our Piqua Ohio Client. - Direct Hire Opportunity - $15 - $25 / hour - 401 K - Tuition Reimbursement Position Summary: Provide timely and effective administrative support to the Chairman/CEO, the President/COO, Director of Marketing and secondary support to other members of the Executive Management team. Maintain strict confidentiality in processing of all information. Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Other duties may be assigned to meet business needs. •Schedule and organize complex activities such as internal and external meetings, domestic and international travel, lodging, and events. •Coordinate calendar management via Outlook, requiring interaction with both internal and external executives and assistants, as well as other business associates to coordinate a variety of complex meetings. Sets reminders and assists with the various needs for each activity, including retrieval of proper historical references. •Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, records and transcribes minutes of meetings and files appropriately. •Deals with confidential business and personal information with professionalism and poise and safeguards from disclosure. •Acts as a project manager for special projects, which may include planning and coordinating multiple presentations, disseminating information, organizing companywide events and partnering with various community entities. •Communicates as appropriate with domestic and international customers and associates, sensitive to other cultures and behaviors, international time zones. •Assists marketing team with trade show coordination, website updates, social media management and other tasks as needed. •Review and summarize miscellaneous information, reports, and documents; does research and prepares reports as needed. •Composes and types routine correspondence. •Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer. Qualifications: Strong attention to detail and organization skills. Proficiency in Microsoft Office; Word, Excel and Power Point. Proficiency in database management. Ability to manage calendar software. Ability to work on multiple projects simultaneously, set priorities and meet short deadlines. Excellent grammar, composition and spelling skills; Excellent communication and interpersonal skills. Ability to work occasional weekend and evening hours. Ability to work accurately and meet deadlines independently, as well as part of a team. Required Education and Experience: High school diploma or general education degree (GED); or 3 years related experience; or equivalent combination of education and experience. Graphic arts and video creation experience preferred. Community service and or outreach a plus.
09/22/2021
Full time
Cor Tech is now hiring an Administrative & Marketing Assistant for our Piqua Ohio Client. - Direct Hire Opportunity - $15 - $25 / hour - 401 K - Tuition Reimbursement Position Summary: Provide timely and effective administrative support to the Chairman/CEO, the President/COO, Director of Marketing and secondary support to other members of the Executive Management team. Maintain strict confidentiality in processing of all information. Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Other duties may be assigned to meet business needs. •Schedule and organize complex activities such as internal and external meetings, domestic and international travel, lodging, and events. •Coordinate calendar management via Outlook, requiring interaction with both internal and external executives and assistants, as well as other business associates to coordinate a variety of complex meetings. Sets reminders and assists with the various needs for each activity, including retrieval of proper historical references. •Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, records and transcribes minutes of meetings and files appropriately. •Deals with confidential business and personal information with professionalism and poise and safeguards from disclosure. •Acts as a project manager for special projects, which may include planning and coordinating multiple presentations, disseminating information, organizing companywide events and partnering with various community entities. •Communicates as appropriate with domestic and international customers and associates, sensitive to other cultures and behaviors, international time zones. •Assists marketing team with trade show coordination, website updates, social media management and other tasks as needed. •Review and summarize miscellaneous information, reports, and documents; does research and prepares reports as needed. •Composes and types routine correspondence. •Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer. Qualifications: Strong attention to detail and organization skills. Proficiency in Microsoft Office; Word, Excel and Power Point. Proficiency in database management. Ability to manage calendar software. Ability to work on multiple projects simultaneously, set priorities and meet short deadlines. Excellent grammar, composition and spelling skills; Excellent communication and interpersonal skills. Ability to work occasional weekend and evening hours. Ability to work accurately and meet deadlines independently, as well as part of a team. Required Education and Experience: High school diploma or general education degree (GED); or 3 years related experience; or equivalent combination of education and experience. Graphic arts and video creation experience preferred. Community service and or outreach a plus.
Permanent Executive Admin - NEW YORK AREA Remote vision dental medical 401k and equity - FREE Salary :70-75K RESUMES Email to : Job Description: Looking for an Administrative Assistant with a minimum of 3 years exp. in the NY area. You will support our CEO and other executives on the team. Must be able to handle a significant range of assignments that are complex in nature, where considerable judgment and initiative are required in resolving problems and making recommendations. The typical day would consist of managing multiple executive calendars for meetings onsite and offsite across multiple global time zones, making travel arrangements for global travel , executing expense reports on a timely basis and helping on ad-hoc projects including editing and or presentations on PowerPoint. Responsible for: Prepare and edit correspondence, presentations and other documents. Manage executive agendas Design and maintain databases and submit expense reports. Prepare and edit PowerPoint presentations. File and retrieve documents and reference materials. Conduct research, collect and analyze data to prepare documents. Manage and maintain executives' schedules, appointments and travel. Arrange and co-ordinate meetings and events. Record, transcribe and distribute minutes of meetings. Monitor, screen, respond to and distribute incoming communications. Answer and manage incoming calls. Receive and interact with incoming visitors when necessary. Liaise with internal staff at all levels. Coordinate project-based work. Review operating practices and implement improvements where necessary. What you bring to the role: Bachelor's Degree in Business Administration or an equivalent combination of education and job-related experience. 3 yrs exp. Secretary providing support for one or more senior level executives. Must have In-depth knowledge of relevant software such as MS Office Suite, Office 365, PowerPoint, Excel SharePoint, Teams and Zoom, Salesforce. Excellent written and verbal communications skills required. Experience in a multi-country environment, covering multiple stakeholders, managing global time zones and calendars. How you stand out: You can make it rain in Power Point and are Tech savvy. You have fast decision making skills and are adaptable. You love to learn and are curious about technology. You enjoy being in a diverse work environment exposed to global initiatives. You are characterized by a high energy level and a flexible mindset. You know how to cope with ad hoc situations. You are known for your drive to achieve results and your 'getting things done' attitude. *AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER* Job Requirements: *See above
09/21/2021
Full time
Permanent Executive Admin - NEW YORK AREA Remote vision dental medical 401k and equity - FREE Salary :70-75K RESUMES Email to : Job Description: Looking for an Administrative Assistant with a minimum of 3 years exp. in the NY area. You will support our CEO and other executives on the team. Must be able to handle a significant range of assignments that are complex in nature, where considerable judgment and initiative are required in resolving problems and making recommendations. The typical day would consist of managing multiple executive calendars for meetings onsite and offsite across multiple global time zones, making travel arrangements for global travel , executing expense reports on a timely basis and helping on ad-hoc projects including editing and or presentations on PowerPoint. Responsible for: Prepare and edit correspondence, presentations and other documents. Manage executive agendas Design and maintain databases and submit expense reports. Prepare and edit PowerPoint presentations. File and retrieve documents and reference materials. Conduct research, collect and analyze data to prepare documents. Manage and maintain executives' schedules, appointments and travel. Arrange and co-ordinate meetings and events. Record, transcribe and distribute minutes of meetings. Monitor, screen, respond to and distribute incoming communications. Answer and manage incoming calls. Receive and interact with incoming visitors when necessary. Liaise with internal staff at all levels. Coordinate project-based work. Review operating practices and implement improvements where necessary. What you bring to the role: Bachelor's Degree in Business Administration or an equivalent combination of education and job-related experience. 3 yrs exp. Secretary providing support for one or more senior level executives. Must have In-depth knowledge of relevant software such as MS Office Suite, Office 365, PowerPoint, Excel SharePoint, Teams and Zoom, Salesforce. Excellent written and verbal communications skills required. Experience in a multi-country environment, covering multiple stakeholders, managing global time zones and calendars. How you stand out: You can make it rain in Power Point and are Tech savvy. You have fast decision making skills and are adaptable. You love to learn and are curious about technology. You enjoy being in a diverse work environment exposed to global initiatives. You are characterized by a high energy level and a flexible mindset. You know how to cope with ad hoc situations. You are known for your drive to achieve results and your 'getting things done' attitude. *AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER* Job Requirements: *See above
About Interfirst Mortgage Company Interfirst Mortgage Company is a private equity-backed mortgage originator that is improving the way consumers obtain residential mortgages across the U.S., originating more than $35B of residential mortgages. Our leadership team has more than 100 years of mortgage, sales/marketing, and consumer-related experience, committed to delivering a best-in-class experience for every borrower. Charlotte and Chicago-area candidates have the option of working at one of our modern offices located near major transportation hubs, entertainment, and dining options and including the latest tech and amenities. The Executive Assistant makes a significant impact in supporting our Executive Management team on the administrative execution on strategic initiatives. Reporting to the Chief Operating Officer this role is primarily responsible for the administrative support of executive leaders, board meeting planning and coordination, and strategic projects. This individual supervises and directs the work of a small office administration team including two receptionists at different locations. This role will interact with all members of the Executive Management team, mid to senior level managers, all departments and external partners. Essential Duties & Responsibilities Provide proactive and complete administrative support for the Executive Management Team. Serve as executive team liaison by managing calendars, meetings, travel arrangements; respond on behalf of management internally and externally as needed; confidentially handle sensitive information. Assess information and requests and elevate to the appropriate party; prioritize strategic requests over non-essential needs. Partake and coordinate critical meetings for internal and external stakeholders; take and provide meeting minutes as needed. Prepare and execute the coordination of quarterly board meetings; gather relevant materials from all parties and prepare board reports. Distribute materials in a timely fashion; prepare ad hoc reports and meeting planning as needed. Prepare electronic and manual presentation materials as needed (PowerPoint, boardbooks, etc.) Partner closely with the CEO and COO for strategic initiatives and special projects by communicating with employees, stakeholders, and board members. Work closely with cross-functional project teams and committees to deliver on strategic initiatives and meet company objectives. Create and maintain regular weekly and monthly reports; receive and review completed documentation and signatures; draft internal and external correspondence; and manage documentation and paperwork. Plan and manage corporate and special events. Perform other duties as assigned. Supervisory Responsibilities The Executive Assistant has direct supervisory responsibilities and carries out the responsibilities in accordance with the company's policies and applicable laws. Responsibilities include planning, assigning and directing employee's work; evaluating performance; rewarding and disciplining employees; addressing complaints, performance coaching, and resolving problems; interviewing, hiring and training. Minimum Required Education & Experience Bachelor's degree in a related field and five or more years of administrative experience supporting C-Suite Executives in a fast-paced, rapidly changing environment; or equivalent combination of education and experience. Knowledge, Skills & Abilities Flexible, pivots quickly to changing priorities; proven multi-tasking, organization and prioritization skills. Manage multiple projects, problem solve and meet deadlines in an ever changing, fast-paced environment. High level of discretion, integrity, confidentiality and decorum. Works with highly sensitive data confidentially and shares only relevant information to approved parties. Self-starter and self-directed; works well independently and as a part of a team. Equally capable of leading or following others as appropriate. Superior written and verbal communication skills. Delivery of accurate, thorough, high-quality and timely work output. Deep interpersonal skills and emotional intelligence. Communication delivery tailored to specific audience. Relationship-building across all layers of organization, external parties and Board Members. Deep project planning and execution skills. Effective stress management, works well under pressure in a highly changing rapidly evolving environment. Overcomes adversity and obstacles to keep projects moving forward. Intermediate to Advanced skills utilizing GSuite (Sheets, GMail, Slides and Docs) & MSOffice and custom applications. Excellent at creating and maintaining spreadsheets including formulas, pivot tables and V-Look-Ups. Preferred, But Not Required Prior Mortgage Industry and/or FinTech experience. Prior experience in a start-up environment. Other Regular responsibilities of this role require that the incumbent reports work at the IMC onsite office location in Rosemont daily. Benefits We offer a great compensation package and benefits package to support you inside and outside of work when joining our team. Some of these benefits include a paid vacation policy, 401K, medical plans, dental, vision, company paid Life/AD&D, short term disability, and long term disability, free covered parking, casual dress policy and an onsite kitchen. Interfirst is proud to be an Equal Opportunity Employer. You will be considered for this position based upon your experience and education, without regard to race, color, religion, sex, ethnicity, national origin, age, sexual orientation, ancestry, marital or parental status, disabled, military or veteran status, or any other basis or reason prohibited by any applicable law. We are committed to creating and maintaining a workforce environment that is free from any form of discriminations or harassment.
09/11/2021
Full time
About Interfirst Mortgage Company Interfirst Mortgage Company is a private equity-backed mortgage originator that is improving the way consumers obtain residential mortgages across the U.S., originating more than $35B of residential mortgages. Our leadership team has more than 100 years of mortgage, sales/marketing, and consumer-related experience, committed to delivering a best-in-class experience for every borrower. Charlotte and Chicago-area candidates have the option of working at one of our modern offices located near major transportation hubs, entertainment, and dining options and including the latest tech and amenities. The Executive Assistant makes a significant impact in supporting our Executive Management team on the administrative execution on strategic initiatives. Reporting to the Chief Operating Officer this role is primarily responsible for the administrative support of executive leaders, board meeting planning and coordination, and strategic projects. This individual supervises and directs the work of a small office administration team including two receptionists at different locations. This role will interact with all members of the Executive Management team, mid to senior level managers, all departments and external partners. Essential Duties & Responsibilities Provide proactive and complete administrative support for the Executive Management Team. Serve as executive team liaison by managing calendars, meetings, travel arrangements; respond on behalf of management internally and externally as needed; confidentially handle sensitive information. Assess information and requests and elevate to the appropriate party; prioritize strategic requests over non-essential needs. Partake and coordinate critical meetings for internal and external stakeholders; take and provide meeting minutes as needed. Prepare and execute the coordination of quarterly board meetings; gather relevant materials from all parties and prepare board reports. Distribute materials in a timely fashion; prepare ad hoc reports and meeting planning as needed. Prepare electronic and manual presentation materials as needed (PowerPoint, boardbooks, etc.) Partner closely with the CEO and COO for strategic initiatives and special projects by communicating with employees, stakeholders, and board members. Work closely with cross-functional project teams and committees to deliver on strategic initiatives and meet company objectives. Create and maintain regular weekly and monthly reports; receive and review completed documentation and signatures; draft internal and external correspondence; and manage documentation and paperwork. Plan and manage corporate and special events. Perform other duties as assigned. Supervisory Responsibilities The Executive Assistant has direct supervisory responsibilities and carries out the responsibilities in accordance with the company's policies and applicable laws. Responsibilities include planning, assigning and directing employee's work; evaluating performance; rewarding and disciplining employees; addressing complaints, performance coaching, and resolving problems; interviewing, hiring and training. Minimum Required Education & Experience Bachelor's degree in a related field and five or more years of administrative experience supporting C-Suite Executives in a fast-paced, rapidly changing environment; or equivalent combination of education and experience. Knowledge, Skills & Abilities Flexible, pivots quickly to changing priorities; proven multi-tasking, organization and prioritization skills. Manage multiple projects, problem solve and meet deadlines in an ever changing, fast-paced environment. High level of discretion, integrity, confidentiality and decorum. Works with highly sensitive data confidentially and shares only relevant information to approved parties. Self-starter and self-directed; works well independently and as a part of a team. Equally capable of leading or following others as appropriate. Superior written and verbal communication skills. Delivery of accurate, thorough, high-quality and timely work output. Deep interpersonal skills and emotional intelligence. Communication delivery tailored to specific audience. Relationship-building across all layers of organization, external parties and Board Members. Deep project planning and execution skills. Effective stress management, works well under pressure in a highly changing rapidly evolving environment. Overcomes adversity and obstacles to keep projects moving forward. Intermediate to Advanced skills utilizing GSuite (Sheets, GMail, Slides and Docs) & MSOffice and custom applications. Excellent at creating and maintaining spreadsheets including formulas, pivot tables and V-Look-Ups. Preferred, But Not Required Prior Mortgage Industry and/or FinTech experience. Prior experience in a start-up environment. Other Regular responsibilities of this role require that the incumbent reports work at the IMC onsite office location in Rosemont daily. Benefits We offer a great compensation package and benefits package to support you inside and outside of work when joining our team. Some of these benefits include a paid vacation policy, 401K, medical plans, dental, vision, company paid Life/AD&D, short term disability, and long term disability, free covered parking, casual dress policy and an onsite kitchen. Interfirst is proud to be an Equal Opportunity Employer. You will be considered for this position based upon your experience and education, without regard to race, color, religion, sex, ethnicity, national origin, age, sexual orientation, ancestry, marital or parental status, disabled, military or veteran status, or any other basis or reason prohibited by any applicable law. We are committed to creating and maintaining a workforce environment that is free from any form of discriminations or harassment.
EDUCATIONAL SERVICE UNIT #3 JOB DESCRIPTION Job Title: Administrative Assistant-School Mental Health Program Job Code: 7101 Number of Days Worked: Fulltime, 260 Days Department: Student Services FLSA Status: Non-Exempt - At Will Immediate Supervisor: School Mental Health Program Coordinator, Executive Director of Student Services Staff Supervised: None Administrative Assistant-School Mental Health Program Educational Service Unit #3, in partnership with Region 6 Behavioral Healthcare, is searching for a positive and organized administrative professional to support our emerging School Mental Health programs and services as a part of a newly awarded System of Care grant. This individual must be an effective and collaborative communicator who enjoys working in a team environment. Salary for this full time position is negotiable based upon education and experience, within the range of $17.00-$19.00/hour. Please see the accompanying job description for details and apply today! Essential Requirements: Ability to work well with others and to collaborate with school and community personnel Skills in problem solving, organization and time management Ability to communicate effectively and express ideas clearly both verbally and in writing Proficiency in a variety of computer software applications, including but not limited to Google, Microsoft Office, email, and online applications High School Diploma required, Associate's or Bachelor's Degree preferred No history of child abuse or negligence Successfully pass required background checks Regular and dependable in person attendance is required and is considered a condition of employment. Essential Responsibilities: Provide administrative support for members of the School Mental Health Program and the ESU #3 Student Services Department Understand general concepts of medical billing and communicate with medical insurance providers. Bill for mental health services provided by the School Mental Health staff through a variety of sources including Medicaid and private insurance. Record revenues and expenses for the program, conduct basic computations, and utilize spreadsheets and formulas to support the financial operations of the program. Utilize SPARS system to enter and maintain needed client information for grant purposes. Collect, record, and report required data for activities assigned Gather service documents and caseload reports from appropriate staff and maintain services records Flow of correspondence, filing, copying, faxing, mail room, etc. Prepare contracts as requested Order and check in supplies as required Regularly access email system for review of materials distributed Work as part of a team to manage the department's environment Must be sensitive to ESU #3 and school district confidential matters Utilize Google and/or Microsoft Office products to create, update, and distribute information as requested Provide support for events and trainings including creating flyers, completing workshop registrations, preparing materials for workshops, completing room reservations, ordering food, requesting AV, and creating billings, evaluations, and certificates for workshops Complete mailings for staff as requested Prepare requests for professional development, travel, reimbursement and speaker contracts as needed for ESU #3 staff and presenters Provide general assistance to the School Mental Health Coordinator and Executive Director of Student Services Ability to work independently and with limited supervision Serve on ESU #3 committees as assigned Understand and comply with the ESU #3 Board of Education Personnel Policies and Employee Handbook Other duties as assigned by the Executive Director of Student Services At Will Employment: Employment with ESU #3 is not for any period of time, and employment may be terminated at any time at the convenience of the terminating party, with or without cause, and with or without notice. Employment with ESU #3 is not governed by any express or implied contract of employment containing terms different from or inconsistent with those stated in this job description. The terms of this job description may not be modified except in a writing signed by the ESU #3 CEO.
09/08/2021
Full time
EDUCATIONAL SERVICE UNIT #3 JOB DESCRIPTION Job Title: Administrative Assistant-School Mental Health Program Job Code: 7101 Number of Days Worked: Fulltime, 260 Days Department: Student Services FLSA Status: Non-Exempt - At Will Immediate Supervisor: School Mental Health Program Coordinator, Executive Director of Student Services Staff Supervised: None Administrative Assistant-School Mental Health Program Educational Service Unit #3, in partnership with Region 6 Behavioral Healthcare, is searching for a positive and organized administrative professional to support our emerging School Mental Health programs and services as a part of a newly awarded System of Care grant. This individual must be an effective and collaborative communicator who enjoys working in a team environment. Salary for this full time position is negotiable based upon education and experience, within the range of $17.00-$19.00/hour. Please see the accompanying job description for details and apply today! Essential Requirements: Ability to work well with others and to collaborate with school and community personnel Skills in problem solving, organization and time management Ability to communicate effectively and express ideas clearly both verbally and in writing Proficiency in a variety of computer software applications, including but not limited to Google, Microsoft Office, email, and online applications High School Diploma required, Associate's or Bachelor's Degree preferred No history of child abuse or negligence Successfully pass required background checks Regular and dependable in person attendance is required and is considered a condition of employment. Essential Responsibilities: Provide administrative support for members of the School Mental Health Program and the ESU #3 Student Services Department Understand general concepts of medical billing and communicate with medical insurance providers. Bill for mental health services provided by the School Mental Health staff through a variety of sources including Medicaid and private insurance. Record revenues and expenses for the program, conduct basic computations, and utilize spreadsheets and formulas to support the financial operations of the program. Utilize SPARS system to enter and maintain needed client information for grant purposes. Collect, record, and report required data for activities assigned Gather service documents and caseload reports from appropriate staff and maintain services records Flow of correspondence, filing, copying, faxing, mail room, etc. Prepare contracts as requested Order and check in supplies as required Regularly access email system for review of materials distributed Work as part of a team to manage the department's environment Must be sensitive to ESU #3 and school district confidential matters Utilize Google and/or Microsoft Office products to create, update, and distribute information as requested Provide support for events and trainings including creating flyers, completing workshop registrations, preparing materials for workshops, completing room reservations, ordering food, requesting AV, and creating billings, evaluations, and certificates for workshops Complete mailings for staff as requested Prepare requests for professional development, travel, reimbursement and speaker contracts as needed for ESU #3 staff and presenters Provide general assistance to the School Mental Health Coordinator and Executive Director of Student Services Ability to work independently and with limited supervision Serve on ESU #3 committees as assigned Understand and comply with the ESU #3 Board of Education Personnel Policies and Employee Handbook Other duties as assigned by the Executive Director of Student Services At Will Employment: Employment with ESU #3 is not for any period of time, and employment may be terminated at any time at the convenience of the terminating party, with or without cause, and with or without notice. Employment with ESU #3 is not governed by any express or implied contract of employment containing terms different from or inconsistent with those stated in this job description. The terms of this job description may not be modified except in a writing signed by the ESU #3 CEO.
Welcome to Centura Health Welcome to the largest health ecosystem in Colorado and western Kansas. Welcome to living your mission among thousands of people on fire to live theirs too. Welcome to options, possibilities and values that guide exceptional care. Welcome to extremely important industry challenges and opportunities to solve complex problems. Welcome to highly intelligent teams, overflowing community and the wholeness of mind, body and spirit that is Centura Health. Pay Range $26.12 - $33.65/hr Flourishing Begins Here You have a purpose, unique talents and NOW is the time to embrace it, live it and put it to work. At Centura Health, we value incredible people with incredible skills - but your commitment to a greater cause is something we value even more. Administrative support of the President and CEO. Prepares correspondence, schedules meetings, answers telephone calls, maintains files, attends meetings and prepares minutes as required. Responsible for the coordination of special administrative projects What You Bring/Job Requirements In addition to bringing your whole self to the workplace each day, qualified candidates will need the following: High School Diploma or GED required Associate or Bachelor's degree preferred 3 years of an administrative support role 5 years as an Executive Secretary preferred Must have strong computer skills Must be organized, detail oriented and a self-starter Must have excellent record keeping skills Schedule: Monday through Friday 8am to 5pm Physical Requirements - Sedentary Work - prolonged periods of sitting and exert/lift up to 10 lbs. force occasionally Your Connected Community When people and places align, incredible things happen. Just like the 21,000+ amazing associates who work here, every community within Centura Health's connected ecosystem has its own unique history, story and personality. For more than 135 years, St. Mary-Corwin has cared for the people of Pueblo and the surrounding southern Colorado communities. Driven by a commitment to Pueblo and our healing ministry, St. Mary-Corwin is focused on its core areas of clinical strength: Cancer Care and Orthopedic Services. This concentration enables St. Mary-Corwin to serve the southern Colorado region with high-quality, high-value care for generations to come. Residents of Pueblo enjoy a moderate cost of living within this modern, mid-sized community while experiencing everything great about life in Colorado, including world-class nearby outdoor recreation, thriving local arts and culture, numerous parks, festivals and much more. Caring for Your Whole Well Being We provide whole person care and understand that a comprehensive benefits package will enrich the lives of our associates at work and at home. At Centura Health we offer exceptional benefits to eligible associates. Our total rewards are designed with your well-being in mind and may include: 401K, which includes matching when eligible Three Health Insurance Plan Options including covering eligible dependents Two Dental Insurance Plan Options including covering eligible dependents Vision Insurance including covering eligible dependents Daycare & Medical Flexible Spending Account Options Leaves of Absence Short Term Disability Long Term Disability Life Insurance Voluntary Benefits including Hospital Indemnity Coverage, Critical Illness, Accident, Permanent Life insurance, and Norton LifeLock Paid Time Off Spouse & Child/Dependent Life Insurance Coverage Options Shift Differentials Employee Wellness Resources Employee Assistance Programs Tuition Reimbursement Shift differentials Relocation assistance based on location Associate Discounts for phone, cell phone plans, Auto Insurance, Home Insurance, Auto Buying, Pet Insurance, and much more... The pay rate for this position is listed above and varies based on experience, skills, and comparison to others who are already in this role. I f you do not see the pay for this position listed above or you see an estimate, it is because you are on a second party job board. Please visit to apply and see the pay range for this role. All of our pay ranges are posted clearly on the Centura Health Careers site.
09/06/2021
Full time
Welcome to Centura Health Welcome to the largest health ecosystem in Colorado and western Kansas. Welcome to living your mission among thousands of people on fire to live theirs too. Welcome to options, possibilities and values that guide exceptional care. Welcome to extremely important industry challenges and opportunities to solve complex problems. Welcome to highly intelligent teams, overflowing community and the wholeness of mind, body and spirit that is Centura Health. Pay Range $26.12 - $33.65/hr Flourishing Begins Here You have a purpose, unique talents and NOW is the time to embrace it, live it and put it to work. At Centura Health, we value incredible people with incredible skills - but your commitment to a greater cause is something we value even more. Administrative support of the President and CEO. Prepares correspondence, schedules meetings, answers telephone calls, maintains files, attends meetings and prepares minutes as required. Responsible for the coordination of special administrative projects What You Bring/Job Requirements In addition to bringing your whole self to the workplace each day, qualified candidates will need the following: High School Diploma or GED required Associate or Bachelor's degree preferred 3 years of an administrative support role 5 years as an Executive Secretary preferred Must have strong computer skills Must be organized, detail oriented and a self-starter Must have excellent record keeping skills Schedule: Monday through Friday 8am to 5pm Physical Requirements - Sedentary Work - prolonged periods of sitting and exert/lift up to 10 lbs. force occasionally Your Connected Community When people and places align, incredible things happen. Just like the 21,000+ amazing associates who work here, every community within Centura Health's connected ecosystem has its own unique history, story and personality. For more than 135 years, St. Mary-Corwin has cared for the people of Pueblo and the surrounding southern Colorado communities. Driven by a commitment to Pueblo and our healing ministry, St. Mary-Corwin is focused on its core areas of clinical strength: Cancer Care and Orthopedic Services. This concentration enables St. Mary-Corwin to serve the southern Colorado region with high-quality, high-value care for generations to come. Residents of Pueblo enjoy a moderate cost of living within this modern, mid-sized community while experiencing everything great about life in Colorado, including world-class nearby outdoor recreation, thriving local arts and culture, numerous parks, festivals and much more. Caring for Your Whole Well Being We provide whole person care and understand that a comprehensive benefits package will enrich the lives of our associates at work and at home. At Centura Health we offer exceptional benefits to eligible associates. Our total rewards are designed with your well-being in mind and may include: 401K, which includes matching when eligible Three Health Insurance Plan Options including covering eligible dependents Two Dental Insurance Plan Options including covering eligible dependents Vision Insurance including covering eligible dependents Daycare & Medical Flexible Spending Account Options Leaves of Absence Short Term Disability Long Term Disability Life Insurance Voluntary Benefits including Hospital Indemnity Coverage, Critical Illness, Accident, Permanent Life insurance, and Norton LifeLock Paid Time Off Spouse & Child/Dependent Life Insurance Coverage Options Shift Differentials Employee Wellness Resources Employee Assistance Programs Tuition Reimbursement Shift differentials Relocation assistance based on location Associate Discounts for phone, cell phone plans, Auto Insurance, Home Insurance, Auto Buying, Pet Insurance, and much more... The pay rate for this position is listed above and varies based on experience, skills, and comparison to others who are already in this role. I f you do not see the pay for this position listed above or you see an estimate, it is because you are on a second party job board. Please visit to apply and see the pay range for this role. All of our pay ranges are posted clearly on the Centura Health Careers site.
CFS is working with our publicly traded client located on the NW side of Houston on their search for a Senior Executive Assistant. This role will support the CEO and other senior executives on occasion. This role is ideal for someone that has supported the C-Suite in publicly traded companies for 10+ years. Responsibilities of the Senior Executive Assistant: Directs and oversees administrative support services staff Manage and maintain complex high volume email and detailed calendars Internal and external client/vendor greeting and coordination Event management, organizing all logistics of various events hosted by Senior Executives Coordinate and schedule meetings and conference calls, telepresence set up - internally and externally Manage travel arrangements: coordination of flights, accommodation, and ground transportation logistics Manage a multitude of frequent changes at short notice and prepare travel itineraries Management of expense processing through Coupa, reimbursement, personal amounts owing, and account reconciliations Drafts and distributes statistical reports, analytics, exhibits to company stakeholders, and submits reporting to regulatory and government agencies when required Maintain recordkeeping, confidential and sensitive data Qualifications of the Senior Executive Assistant include, but are not limited to: Experience supporting C-suite executives, including their teams Ten years of experience in administration including five years in a supervisory capacity Proficient in QuickBooks
08/29/2021
Full time
CFS is working with our publicly traded client located on the NW side of Houston on their search for a Senior Executive Assistant. This role will support the CEO and other senior executives on occasion. This role is ideal for someone that has supported the C-Suite in publicly traded companies for 10+ years. Responsibilities of the Senior Executive Assistant: Directs and oversees administrative support services staff Manage and maintain complex high volume email and detailed calendars Internal and external client/vendor greeting and coordination Event management, organizing all logistics of various events hosted by Senior Executives Coordinate and schedule meetings and conference calls, telepresence set up - internally and externally Manage travel arrangements: coordination of flights, accommodation, and ground transportation logistics Manage a multitude of frequent changes at short notice and prepare travel itineraries Management of expense processing through Coupa, reimbursement, personal amounts owing, and account reconciliations Drafts and distributes statistical reports, analytics, exhibits to company stakeholders, and submits reporting to regulatory and government agencies when required Maintain recordkeeping, confidential and sensitive data Qualifications of the Senior Executive Assistant include, but are not limited to: Experience supporting C-suite executives, including their teams Ten years of experience in administration including five years in a supervisory capacity Proficient in QuickBooks
Overview The overall purpose of this job is to provide professional and administrative support to the Immanuel and Subsidiaries Boards of Directors, Affordable Housing Boards of Directors and the Vision Foundation Board of Directors. The responsibilities of this job include overseeing governance activities, assisting Board Members in organizational administration, and managing the needs of Boards and Committees. Provides advanced, diversified and confidential administrative support to the President and Chief Executive Officer and/or Senior Vice President/Chief Executive(s). Organizes and expedites work though executive offices and initiates follow-up action. Communicates with individuals at all levels in organization, industry and community. Schedules appointments and arranges meetings, conferences and travel. Organizes and maintains correspondence and projects, following up on pending matters with limited direction. Serves as a resource in the resolution of complex problems and issues. Prepares special reports and correspondence, summarizing and analyzing data. Serves as a resource for receptionist desk coverage at the Home Office. Supports and lives out Immanuel's Mission and CHRIST Promises. Responsibilities Key Areas Key Responsibilities and Duties of the Job Governance Support Maintains confidentiality of sensitive information and works under strict deadlines with a very high degree of accuracy and professionalism. Administers the governance function of the organization in collaboration with the President/CEO, CFO, CAO, COO and Board Chairs. Supports all Board and Committee meetings by preparing agendas, materials, presentations and meeting minutes. Ensures all meeting follow-up items are handled appropriately. Supports the Boards in development and maintenance of applicable Board Policies. Ensures all reporting requirements with Board Policies are completed on a timely basis. Provides administrative support to Boards of Directors including planning, scheduling, recordkeeping, maintenance of required Board and Committee actions, and arranging travel to offsite meetings and conferences. Maintains all meeting materials on BoardEffect, Immanuel's e-governance portal. Review, file and establish Records Management procedures for archives and governance materials. Research, implement and monitor security parameters as needed or required on BoardEffect. Prepare and maintain governance Resource Library, Board Recruitment booklet and Board Orientation materials. Maintains effective working relationships with all Board and Committee members; particularly the Board Chairs, Vice Chairs, Secretary/Treasurers and Committee Chairs who require frequent communications. Completes Board related special projects requested by Board members or President/CEO such as: history book, mid-year and year-end accomplishments, maintenance of contribution summary and other projects as requested. Expand the ministry of Immanuel to other ELCA Nebraska Synod serving arm organizations by serving on their Boards or Committees, or by serving as a governance resource or consultant. Executive and Organizational Support Provides executive-level administrative and organizational support to the President/CEO and/or Senior Vice President/Chief Executive(s), with a high level of professionalism, accuracy, confidentiality, and creativity. Supports the President/CEO and/or Senior Vice President/Chief Executive(s), and management staff in all aspects of organizational administration including scheduling, scanning emails, communications, planning, presentation preparation, travel arrangements, and other functions. Maintains confidentiality of sensitive information and works under strict deadlines with a very high degree of accuracy and professionalism. Manages and maintains calendars and appointments for executive and designated staff as requested. Initiates, problem solves and schedules complex meetings, conference calls, and events for executive and direct reports. Reads and analyzes incoming emails, memos, and reports to determine their significance and plan their distribution. Serves as a communication liaison for the President/CEO and/or Senior Vice President/Chief Executive(s) ensuring appropriate issues and decisions are communicated to and from in a timely and effective manner. Exchanges information requiring some interpretation and/or persuasion to ensure proper action. Researches information and compiles data to prepare documents, spreadsheets and presentations, meeting notes, minutes, and special event preparations. Schedules meetings, meeting rooms, conference calls, and orders food or flowers as appropriate. Assists in coordinating attendance of executive(s) at fund-raising events, as requested. Develops and maintains reports in a variety of electronic systems and Microsoft applications. Creates, locates and distributes reports as needed. Reviews reports and correspondence for accuracy and grammar. Approves payroll of direct reports for executive(s) and other staff, or serves as back-up, as designated. Prepares invoices, mileage reimbursement, Executive P-Card expense summary and other expense reports for appropriate coding, signatures and payment. Serves as a subject matter expert in executive support areas. Maintains electronic and physical filing system Opens, sorts, and distributes incoming correspondence including mail, email, and faxes. Office Management Acts as a point of contact in the absence of the President/CEO and/or Senior Vice President/Chief Executive(s), and/or other Executive Assistants to address certain issues or defer to the appropriate person. May answer and direct phone calls to appropriate parties or take messages. Leads, manages, assists, and/or participates in special projects, workgroups, or programs within the organization. Collaborates with other departments and cross-functional groups to update processes and create best practices. Works closely with Administrative Executive Manager, Administrative Support Team, and other staff/departments to offer administrative back-up support as needed or requested. Other Perform other duties as required or requested. Qualifications Education- Bachelor's Degree in Business Administration, English or related field is required. Equivalent years of experience may substitute for education requirement. Experience- Five (5) years of general office administration experience is required. Five (5) years of executive level support experience. Equivalent years of education may substitute for experience requirement. Other Requirements- Certified Professional Secretary or Certified Administrative Professional is preferred. KSA- Knowledge Skills and Abilities- Knowledge of functions performed by the President and CEO. Knowledge of other disciplines and functions within the company. Knowledge of the purpose and functions of governance vs. purpose and functions of management. Knowledge of business management functions such as planning, budgeting, and expense management. Knowledge of arrangements required for event planning and business travel. Skills in Microsoft Word, Excel, PowerPoint, Outlook, and Publisher. Skilled at presenting oneself as professional in appearance and manner. Skilled in written communication including spelling and grammar. Ability to have patience and to remain flexible as daily priorities change. Knowledge of project management processes. Knowledge of records management procedures. Ability to document and translate meeting notes. Ability to think and act creatively when needed. Ability to effectively communicate with all types of people, both written and verbal. Ability to solve ambiguous problems. Ability to be detail oriented and analytical. Ability to exercise discretion and independent judgement. Ability to organize, multi-task, and prioritize. Ability to work well with others. Ability to work independently. Ability to make decisions in a timely manner. Ability to anticipate the Board's as well as the President/CEO and/or Senior Vice President/Chief Executive's needs in advance and handle them appropriately. Ability to maintain extreme confidentiality.
08/29/2021
Full time
Overview The overall purpose of this job is to provide professional and administrative support to the Immanuel and Subsidiaries Boards of Directors, Affordable Housing Boards of Directors and the Vision Foundation Board of Directors. The responsibilities of this job include overseeing governance activities, assisting Board Members in organizational administration, and managing the needs of Boards and Committees. Provides advanced, diversified and confidential administrative support to the President and Chief Executive Officer and/or Senior Vice President/Chief Executive(s). Organizes and expedites work though executive offices and initiates follow-up action. Communicates with individuals at all levels in organization, industry and community. Schedules appointments and arranges meetings, conferences and travel. Organizes and maintains correspondence and projects, following up on pending matters with limited direction. Serves as a resource in the resolution of complex problems and issues. Prepares special reports and correspondence, summarizing and analyzing data. Serves as a resource for receptionist desk coverage at the Home Office. Supports and lives out Immanuel's Mission and CHRIST Promises. Responsibilities Key Areas Key Responsibilities and Duties of the Job Governance Support Maintains confidentiality of sensitive information and works under strict deadlines with a very high degree of accuracy and professionalism. Administers the governance function of the organization in collaboration with the President/CEO, CFO, CAO, COO and Board Chairs. Supports all Board and Committee meetings by preparing agendas, materials, presentations and meeting minutes. Ensures all meeting follow-up items are handled appropriately. Supports the Boards in development and maintenance of applicable Board Policies. Ensures all reporting requirements with Board Policies are completed on a timely basis. Provides administrative support to Boards of Directors including planning, scheduling, recordkeeping, maintenance of required Board and Committee actions, and arranging travel to offsite meetings and conferences. Maintains all meeting materials on BoardEffect, Immanuel's e-governance portal. Review, file and establish Records Management procedures for archives and governance materials. Research, implement and monitor security parameters as needed or required on BoardEffect. Prepare and maintain governance Resource Library, Board Recruitment booklet and Board Orientation materials. Maintains effective working relationships with all Board and Committee members; particularly the Board Chairs, Vice Chairs, Secretary/Treasurers and Committee Chairs who require frequent communications. Completes Board related special projects requested by Board members or President/CEO such as: history book, mid-year and year-end accomplishments, maintenance of contribution summary and other projects as requested. Expand the ministry of Immanuel to other ELCA Nebraska Synod serving arm organizations by serving on their Boards or Committees, or by serving as a governance resource or consultant. Executive and Organizational Support Provides executive-level administrative and organizational support to the President/CEO and/or Senior Vice President/Chief Executive(s), with a high level of professionalism, accuracy, confidentiality, and creativity. Supports the President/CEO and/or Senior Vice President/Chief Executive(s), and management staff in all aspects of organizational administration including scheduling, scanning emails, communications, planning, presentation preparation, travel arrangements, and other functions. Maintains confidentiality of sensitive information and works under strict deadlines with a very high degree of accuracy and professionalism. Manages and maintains calendars and appointments for executive and designated staff as requested. Initiates, problem solves and schedules complex meetings, conference calls, and events for executive and direct reports. Reads and analyzes incoming emails, memos, and reports to determine their significance and plan their distribution. Serves as a communication liaison for the President/CEO and/or Senior Vice President/Chief Executive(s) ensuring appropriate issues and decisions are communicated to and from in a timely and effective manner. Exchanges information requiring some interpretation and/or persuasion to ensure proper action. Researches information and compiles data to prepare documents, spreadsheets and presentations, meeting notes, minutes, and special event preparations. Schedules meetings, meeting rooms, conference calls, and orders food or flowers as appropriate. Assists in coordinating attendance of executive(s) at fund-raising events, as requested. Develops and maintains reports in a variety of electronic systems and Microsoft applications. Creates, locates and distributes reports as needed. Reviews reports and correspondence for accuracy and grammar. Approves payroll of direct reports for executive(s) and other staff, or serves as back-up, as designated. Prepares invoices, mileage reimbursement, Executive P-Card expense summary and other expense reports for appropriate coding, signatures and payment. Serves as a subject matter expert in executive support areas. Maintains electronic and physical filing system Opens, sorts, and distributes incoming correspondence including mail, email, and faxes. Office Management Acts as a point of contact in the absence of the President/CEO and/or Senior Vice President/Chief Executive(s), and/or other Executive Assistants to address certain issues or defer to the appropriate person. May answer and direct phone calls to appropriate parties or take messages. Leads, manages, assists, and/or participates in special projects, workgroups, or programs within the organization. Collaborates with other departments and cross-functional groups to update processes and create best practices. Works closely with Administrative Executive Manager, Administrative Support Team, and other staff/departments to offer administrative back-up support as needed or requested. Other Perform other duties as required or requested. Qualifications Education- Bachelor's Degree in Business Administration, English or related field is required. Equivalent years of experience may substitute for education requirement. Experience- Five (5) years of general office administration experience is required. Five (5) years of executive level support experience. Equivalent years of education may substitute for experience requirement. Other Requirements- Certified Professional Secretary or Certified Administrative Professional is preferred. KSA- Knowledge Skills and Abilities- Knowledge of functions performed by the President and CEO. Knowledge of other disciplines and functions within the company. Knowledge of the purpose and functions of governance vs. purpose and functions of management. Knowledge of business management functions such as planning, budgeting, and expense management. Knowledge of arrangements required for event planning and business travel. Skills in Microsoft Word, Excel, PowerPoint, Outlook, and Publisher. Skilled at presenting oneself as professional in appearance and manner. Skilled in written communication including spelling and grammar. Ability to have patience and to remain flexible as daily priorities change. Knowledge of project management processes. Knowledge of records management procedures. Ability to document and translate meeting notes. Ability to think and act creatively when needed. Ability to effectively communicate with all types of people, both written and verbal. Ability to solve ambiguous problems. Ability to be detail oriented and analytical. Ability to exercise discretion and independent judgement. Ability to organize, multi-task, and prioritize. Ability to work well with others. Ability to work independently. Ability to make decisions in a timely manner. Ability to anticipate the Board's as well as the President/CEO and/or Senior Vice President/Chief Executive's needs in advance and handle them appropriately. Ability to maintain extreme confidentiality.
National Hispanic Media Coalition
Whittier, California
LOCATION Whittier, L.A. County, CA SALARY $45K - $52K THE ORGANIZATION NHMC is a 35 year old nonprofit 501(c)(3) civil rights organization that was founded to eliminate hate, discrimination, and racism towards Latinos and marginalized communities. We educate and increase visibility of Latinx from our policy work in Washington D.C. to our media advocacy work in Hollywood where we collaborate, create, and connect Latino talent with the entertainment industry. At NHMC we focus on all forms of media because of its powerful effect on the attitudes, values, and beliefs of society. NHMC collaborates with other social justice organizations to eliminate online hate and hold online platforms accountable for their content. We advocate for the Lifeline Program, Net Neutrality protections, and also work in closing the digital divide for Latino and other marginalized communities. NHMC works in partnership with other civil rights organizations to safeguard democracy in the United States of America. POSITION SUMMARY The Executive & Media Assistant (the Assistant) works closely and reports to the President & CEO and Chief of Staff, but will also interface with the rest of the NHMC staff. The Assistant will have the ability to handle a wide variety of activities and confidential matters with discretion. The short description of this job is "CEO of Making Sure Everything Runs Smoothly." The Assistant must be a well organized professional that will oversee day-to-day operations for the President's office, which includes scheduling arrangements, internal and external communications, and information management. The Assistant serves as a representative of the President while interacting with individuals at all levels of the organization, as well as high-level external contacts, and develops effective working relationships with partners across entertainment and government. In all work, the Assistant manages and accesses confidential material; sensitivity, discretion, professionalism, and sound judgement are required. Former Assistants have gone on to work at production companies, entertainment studios, and promoted from within. MINIMUM REQUIREMENTS Demonstrated or stated commitment to social justice issues affecting Latinx and other marginalized communities Demonstrated interest in the entertainment industry, non-profit work and policy Excellent written and verbal communication skills Strong Technology Skills in Microsoft Office (Outlook, Word, Excel and PowerPoint), Google Suite, Zoom and other video conference software and creation of Zoom meetings Strong organizational skills that reflect ability to respond promptly and accurately to multiple tasks with calm and professionalism. Very strong interpersonal skills and the ability to build relationships outside and within the organization Emotional maturity, including the ability to anticipate needs, and adjust communication styles for different audiences Team player, with the ability to be effective independently Problem-solver who seeks new opportunities and proposes solutions Bachelor's degree or commensurate experience Occasional lifting up to 35 pounds Willingness to learn and be trained DUTIES IN DETAIL Coordinate President & CEO's complex calendar which include meetings with entertainment executives and government officials Prepare briefing materials, research, and power points ahead of meetings Track and handle all external speaking, event and media inquiries Read, analize, and respond to incoming emails in a timely manner Write email correspondence, letters, agendas, minutes, remarks, presentations, and set up audio-visual equipment Attend external meetings and events representing NHMC Coordinate educational webinars, virtual panels, & events Research and create copy and video to post on President & CEO's professional social media Write e-newsletter and other external communication correspondence Write articles and create marketing materials for website Prepare press releases and follow up with media inquiries Coordinate and co-produce NHMC's podcast Handle basic bookkeeping tasks Other related duties as assigned DESIRED EXPERIENCE Bachelor's degree: Major in Public Relations, Communications, Journalism or related field Experience with Adobe Suite (Photoshop, Acrobat, Premiere Pro) Graphic design experience is a plus (Adobe Illustrator, Canva) Basic video production & editing experience is a plus Audio editing for podcast is a plus Website management (WordPress) Photography Social Media Quickbooks Event planning experience TO APPLY Send an email to and cc: with 'EXECUTIVE & MEDIA ASSISTANT' in the subject line. Attach your 1) resume; 2) cover letter detailing your interest in working for NHMC and your relevant skills and experience; and 3) 2-3 relevant writing samples. Only submissions that include all of the requested materials will be considered. Applications will be accepted until the position is filled. The National Hispanic Media Coalition provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual expression and identity, veteran status, national origin, age or disability. The National Hispanic Media Coalition strongly encourages applications from people of color, persons with disabilities, women, and LGBTQ+, and other underrepresented applicants.
03/22/2021
Full time
LOCATION Whittier, L.A. County, CA SALARY $45K - $52K THE ORGANIZATION NHMC is a 35 year old nonprofit 501(c)(3) civil rights organization that was founded to eliminate hate, discrimination, and racism towards Latinos and marginalized communities. We educate and increase visibility of Latinx from our policy work in Washington D.C. to our media advocacy work in Hollywood where we collaborate, create, and connect Latino talent with the entertainment industry. At NHMC we focus on all forms of media because of its powerful effect on the attitudes, values, and beliefs of society. NHMC collaborates with other social justice organizations to eliminate online hate and hold online platforms accountable for their content. We advocate for the Lifeline Program, Net Neutrality protections, and also work in closing the digital divide for Latino and other marginalized communities. NHMC works in partnership with other civil rights organizations to safeguard democracy in the United States of America. POSITION SUMMARY The Executive & Media Assistant (the Assistant) works closely and reports to the President & CEO and Chief of Staff, but will also interface with the rest of the NHMC staff. The Assistant will have the ability to handle a wide variety of activities and confidential matters with discretion. The short description of this job is "CEO of Making Sure Everything Runs Smoothly." The Assistant must be a well organized professional that will oversee day-to-day operations for the President's office, which includes scheduling arrangements, internal and external communications, and information management. The Assistant serves as a representative of the President while interacting with individuals at all levels of the organization, as well as high-level external contacts, and develops effective working relationships with partners across entertainment and government. In all work, the Assistant manages and accesses confidential material; sensitivity, discretion, professionalism, and sound judgement are required. Former Assistants have gone on to work at production companies, entertainment studios, and promoted from within. MINIMUM REQUIREMENTS Demonstrated or stated commitment to social justice issues affecting Latinx and other marginalized communities Demonstrated interest in the entertainment industry, non-profit work and policy Excellent written and verbal communication skills Strong Technology Skills in Microsoft Office (Outlook, Word, Excel and PowerPoint), Google Suite, Zoom and other video conference software and creation of Zoom meetings Strong organizational skills that reflect ability to respond promptly and accurately to multiple tasks with calm and professionalism. Very strong interpersonal skills and the ability to build relationships outside and within the organization Emotional maturity, including the ability to anticipate needs, and adjust communication styles for different audiences Team player, with the ability to be effective independently Problem-solver who seeks new opportunities and proposes solutions Bachelor's degree or commensurate experience Occasional lifting up to 35 pounds Willingness to learn and be trained DUTIES IN DETAIL Coordinate President & CEO's complex calendar which include meetings with entertainment executives and government officials Prepare briefing materials, research, and power points ahead of meetings Track and handle all external speaking, event and media inquiries Read, analize, and respond to incoming emails in a timely manner Write email correspondence, letters, agendas, minutes, remarks, presentations, and set up audio-visual equipment Attend external meetings and events representing NHMC Coordinate educational webinars, virtual panels, & events Research and create copy and video to post on President & CEO's professional social media Write e-newsletter and other external communication correspondence Write articles and create marketing materials for website Prepare press releases and follow up with media inquiries Coordinate and co-produce NHMC's podcast Handle basic bookkeeping tasks Other related duties as assigned DESIRED EXPERIENCE Bachelor's degree: Major in Public Relations, Communications, Journalism or related field Experience with Adobe Suite (Photoshop, Acrobat, Premiere Pro) Graphic design experience is a plus (Adobe Illustrator, Canva) Basic video production & editing experience is a plus Audio editing for podcast is a plus Website management (WordPress) Photography Social Media Quickbooks Event planning experience TO APPLY Send an email to and cc: with 'EXECUTIVE & MEDIA ASSISTANT' in the subject line. Attach your 1) resume; 2) cover letter detailing your interest in working for NHMC and your relevant skills and experience; and 3) 2-3 relevant writing samples. Only submissions that include all of the requested materials will be considered. Applications will be accepted until the position is filled. The National Hispanic Media Coalition provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual expression and identity, veteran status, national origin, age or disability. The National Hispanic Media Coalition strongly encourages applications from people of color, persons with disabilities, women, and LGBTQ+, and other underrepresented applicants.
