Jonesbororealtycompany
Job Title : Executive Assistant
Location : [Remote]
Job Overview : The Executive Assistant will provide high-level administrative support to [Executive Name/Title], ensuring that the executives day-to‑day operations are organized and efficient. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast‑paced environment.
Key Responsibilities :
Executive Support :
Manage and maintain the executive's calendar, scheduling appointments, meetings, and travel arrangements.
Prepare and organize materials for meetings, including presentations, reports, and agendas.
Anticipate the needs of the executive, ensuring they are prepared for all meetings and appointments.
Communication & Correspondence :
Act as a gatekeeper for the executive, screening calls, emails, and inquiries, ensuring they are handled appropriately or escalated when necessary.
Draft, proofread, and send professional correspondence on behalf of the executive.
Maintain confidentiality and discretion with sensitive information and communications.
Travel & Logistics :
Coordinate domestic and international travel, including booking flights, hotels, car rentals, and creating itineraries.
Handle travel‑related expenses and ensure timely submission of reports and reimbursements.
Manage accommodations and special requirements for the executive during business trips.
Meeting Coordination :
Schedule, organize, and coordinate executive meetings, including logistics (conference rooms, equipment, etc.).
Take meeting notes, track action items, and follow up on deliverables after meetings.
Prepare executive for board meetings, client presentations, and other important events.
Project Management :
Assist the executive with ongoing projects, tracking deadlines and ensuring progress is made on key initiatives.
Help gather and prepare information and reports for special projects or strategic initiatives.
Collaborate with other departments to ensure alignment and timely execution of tasks.
Document Management & Filing :
Organize and maintain digital and physical files, ensuring that documents are easily accessible and appropriately stored.
Create and manage filing systems for sensitive or confidential documents.
Ensure compliance with company policies on document retention and data security.
Expense & Budget Management :
Track and manage the executive's business expenses and assist with the preparation of budget reports.
Ensure timely processing of invoices, credit card statements, and reimbursements.
Help monitor office supplies and ensure that the executive has the necessary resources.
Client and Vendor Relations :
Act as a liaison between the executive and clients, vendors, or other stakeholders.
Schedule and coordinate client or vendor meetings and ensure all necessary materials are prepared.
Help maintain strong relationships with key partners and external contacts.
General Administrative Support :
Provide general administrative support to the executive office, ensuring smooth daily operations.
Handle personal tasks for the executive when needed, such as personal appointments, errands, etc.
Organize and coordinate special events, celebrations, or office‑wide meetings.
Qualifications :
Education :
High school diploma or equivalent required.
Associates or Bachelors degree in Business Administration, Communications, or related field preferred.
Experience :
3+ years of experience as an Executive Assistant or in a similar administrative support role.
Experience supporting senior executives or C‑suite leaders is preferred.
Proven ability to manage complex schedules and logistics, with excellent time‑management skills.
Skills :
Exceptional organizational and multitasking skills.
Excellent written and verbal communication skills, with the ability to communicate professionally at all levels.
Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and other office software (e.g., Google Suite, Slack).
Ability to handle confidential information with discretion and integrity.
Strong attention to detail and a proactive approach to problem‑solving.
High degree of professionalism, maturity, and emotional intelligence.
Ability to work independently and manage time efficiently.
Additional Qualifications :
Strong interpersonal skills and the ability to work well with people at all levels within and outside the organization.
Experience with project management tools (e.g., Asana, Trello) or CRM software is a plus.
Ability to adapt to a fast‑paced, changing work environment.
Work Environment :
Office‑based role with standard business hours (typically 9 AM - 5 PM).
Some flexibility for remote work or hybrid arrangements may be possible, depending on company policy.
Occasional overtime may be required, especially when supporting key projects or events.
How to Apply : Interested candidates should submit a resume and cover letter.
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Job Overview : The Executive Assistant will provide high-level administrative support to [Executive Name/Title], ensuring that the executives day-to‑day operations are organized and efficient. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast‑paced environment.
Key Responsibilities :
Executive Support :
Manage and maintain the executive's calendar, scheduling appointments, meetings, and travel arrangements.
Prepare and organize materials for meetings, including presentations, reports, and agendas.
Anticipate the needs of the executive, ensuring they are prepared for all meetings and appointments.
Communication & Correspondence :
Act as a gatekeeper for the executive, screening calls, emails, and inquiries, ensuring they are handled appropriately or escalated when necessary.
Draft, proofread, and send professional correspondence on behalf of the executive.
Maintain confidentiality and discretion with sensitive information and communications.
Travel & Logistics :
Coordinate domestic and international travel, including booking flights, hotels, car rentals, and creating itineraries.
Handle travel‑related expenses and ensure timely submission of reports and reimbursements.
Manage accommodations and special requirements for the executive during business trips.
Meeting Coordination :
Schedule, organize, and coordinate executive meetings, including logistics (conference rooms, equipment, etc.).
Take meeting notes, track action items, and follow up on deliverables after meetings.
Prepare executive for board meetings, client presentations, and other important events.
Project Management :
Assist the executive with ongoing projects, tracking deadlines and ensuring progress is made on key initiatives.
Help gather and prepare information and reports for special projects or strategic initiatives.
Collaborate with other departments to ensure alignment and timely execution of tasks.
Document Management & Filing :
Organize and maintain digital and physical files, ensuring that documents are easily accessible and appropriately stored.
Create and manage filing systems for sensitive or confidential documents.
Ensure compliance with company policies on document retention and data security.
Expense & Budget Management :
Track and manage the executive's business expenses and assist with the preparation of budget reports.
Ensure timely processing of invoices, credit card statements, and reimbursements.
Help monitor office supplies and ensure that the executive has the necessary resources.
Client and Vendor Relations :
Act as a liaison between the executive and clients, vendors, or other stakeholders.
Schedule and coordinate client or vendor meetings and ensure all necessary materials are prepared.
Help maintain strong relationships with key partners and external contacts.
General Administrative Support :
Provide general administrative support to the executive office, ensuring smooth daily operations.
Handle personal tasks for the executive when needed, such as personal appointments, errands, etc.
Organize and coordinate special events, celebrations, or office‑wide meetings.
Qualifications :
Education :
High school diploma or equivalent required.
Associates or Bachelors degree in Business Administration, Communications, or related field preferred.
Experience :
3+ years of experience as an Executive Assistant or in a similar administrative support role.
Experience supporting senior executives or C‑suite leaders is preferred.
Proven ability to manage complex schedules and logistics, with excellent time‑management skills.
Skills :
Exceptional organizational and multitasking skills.
Excellent written and verbal communication skills, with the ability to communicate professionally at all levels.
Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and other office software (e.g., Google Suite, Slack).
Ability to handle confidential information with discretion and integrity.
Strong attention to detail and a proactive approach to problem‑solving.
High degree of professionalism, maturity, and emotional intelligence.
Ability to work independently and manage time efficiently.
Additional Qualifications :
Strong interpersonal skills and the ability to work well with people at all levels within and outside the organization.
Experience with project management tools (e.g., Asana, Trello) or CRM software is a plus.
Ability to adapt to a fast‑paced, changing work environment.
Work Environment :
Office‑based role with standard business hours (typically 9 AM - 5 PM).
Some flexibility for remote work or hybrid arrangements may be possible, depending on company policy.
Occasional overtime may be required, especially when supporting key projects or events.
How to Apply : Interested candidates should submit a resume and cover letter.
#J-18808-Ljbffr