Commence is hiring: EXECUTIVE ASSISTANT in Columbia

Job Summary

The Executive Assistant will support executive management as needed, providing high‑quality administrative and clerical assistance. The role requires a highly self‑motivated, professional individual who can identify and address the needs of senior managers and perform tasks to ensure smooth workflow for the company.

Key Responsibilities

• Performs a full range of clerical functions, relieving and assisting the company executive of complex details and advanced administrative duties.
• Coordinates executive communications, including taking calls, responding to emails, and interfacing with clients.
• Collects, organizes, and presents correspondence or other items addressed to the executive.
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Prepares reports, memos, invoices, letters, and other documents.
• Organizes meetings, including preparing agendas, reserving rooms, sending invitations, coordinating catering, recording and distributing minutes; sets up and troubleshoots phone, video, and web conferencing effectively.
• Maintains an organized filing system of paper and electronic documents.
• Develops and sustains a level of professionalism among staff and clients; upholds a strict level of confidentiality.
• Facilitates internal communication (e.g., distributes information and schedules presentations).
• Provides internal support on initiatives and projects.
• Maintains professional and technical knowledge by staying abreast of present industry standards.
• Suggests more efficient ways to run office processes and troubleshoots malfunctions.
• Tactfully handles difficult situations with staff and customers while remaining positive and professional; when needed, escalates issues to the appropriate staff member.
• Uses various software, including word processing, spreadsheets, databases, and presentation software.
• Note: This position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time.

Qualifications

• Bachelor's degree in Business Administration or a closely related field AND 2 years of related Executive Assistant, Personal Assistant or similar role experience, OR any equivalent combination of education and experience.
• Shows discretion, confidentiality, and flexibility in dealing with all situations.
• Displays excellent communication skills, both written and oral, including strong attention to detail.
• Proficient in internet research and Microsoft Office applications, specifically Outlook, Excel, Word, PowerPoint, databases.

Preferred Qualifications

• Must have strong interpersonal skills.
• Must be able to work assigned schedule without conflict or tardiness.
• Must have professional presentation and demeanor.
• Able to prioritize and multi‑task in a fast‑paced environment.
• Must be self‑motivated and able to complete tasks accurately and as directed.
• Attention to detail, quality and accuracy required.

Location

This hybrid role will be located within driving distance of Columbia, MD.

Salary

$55,000-$60,000

Equal Opportunity

Commence.AI is committed to providing equal employment opportunities to all applicants, including individuals with disabilities. If you require a reasonable accommodation to participate in the application process due to a disability, please contact Human Resources at (757) 306-4920 or hr@commence.ai. Please note that unless you are requesting accommodation, all applications must be submitted through our online application system.