InstantServe LLC
Jobe Title: Executive Assistant
Location: KANSAS CITY MO
Pay Range: $76,000.00 to $84,000.00 per year
Job description:
Responsibilities:
* Manage and coordinate complex and efficient scheduling and calendars for executives
* Provide time efficient calendar for CEO, CFO and CTO with necessary details for travel and meetings. Meeting folders prepared for meetings. Ensure timely arrival at meetings.
* Answer and respond to phone calls, e-mail, etc. and communicate critical messages and information to executives in a timely, concise, and clear manner
* Screen and manage calls and visitors to executives, diverting to other staff as appropriate
* Draft, review, and distribute communications on behalf of executives as requested
* Organize and prepare for meetings, including drafting agendas, presentations, and other types of documents; we well as gathering relevant materials and arranging meeting logistics
* Record meeting minutes and provide clear and concise transcripts of Senior Management and Board of Directors meetings
* Arrange executive travel and logistics including accommodations, transportation, and meals
* Arrange Senior Management Team group travel, including accommodations, transportation, and meals
* As needed, arrange travel for visitors, including accommodations, transportation, and meals
* Maintain organized files ensuring quick turnaround on accessibility and deliverability of critical information
* Maintain strict confidentiality of all sensitive and business-critical information
* Serve as administrative liaison between MULTIVAC U.S. and German parent organization
* Maintain organizational directories etc. as requested.
* Manage birthday and anniversary cards for associates.
* Maintain open, effective, and courteous communication between CEO office, direct reports and other areas of Multivac. Maintain a good working relationship with all Senior Management Team.
* Assist in development and the final preparation of PowerPoint presentations
* Assist in development and the final preparation of communication documents
* Assist in development and preparation of data (Excel) for presentations
Requirements:
Must-Haves
* Experience working with c-level/executive team/senior leadership
* Administrative assistant or coordination experience, ideally juggling multiple priorities
* Solid written, verbal, and in-person communication
* Strong organizational skills
* Able to take instruction yet also work independently
Nice-To-Haves
* Experience taking minutes for high level meetings
* Previous experience handling sensitive and confidential information
* Advanced Microsoft skills: outlook, word, excel, power point
* Prior experience with fast growing, medium sized company
Benefits:
* Dental Insurance
* Medical Insurance
* Vision Insurance
* Life Insurance
* Retirement
* Paid Time off
Interview Steps:
* Decision makers have travel coming up- trying to make a decision this week, if possible*
* Intro call and screen (can sometimes be skipped)
* In-person meetings with CEO, CFO, CTO
* Potentially one more step, or decision made
Location: KANSAS CITY MO
Pay Range: $76,000.00 to $84,000.00 per year
Job description:
Responsibilities:
* Manage and coordinate complex and efficient scheduling and calendars for executives
* Provide time efficient calendar for CEO, CFO and CTO with necessary details for travel and meetings. Meeting folders prepared for meetings. Ensure timely arrival at meetings.
* Answer and respond to phone calls, e-mail, etc. and communicate critical messages and information to executives in a timely, concise, and clear manner
* Screen and manage calls and visitors to executives, diverting to other staff as appropriate
* Draft, review, and distribute communications on behalf of executives as requested
* Organize and prepare for meetings, including drafting agendas, presentations, and other types of documents; we well as gathering relevant materials and arranging meeting logistics
* Record meeting minutes and provide clear and concise transcripts of Senior Management and Board of Directors meetings
* Arrange executive travel and logistics including accommodations, transportation, and meals
* Arrange Senior Management Team group travel, including accommodations, transportation, and meals
* As needed, arrange travel for visitors, including accommodations, transportation, and meals
* Maintain organized files ensuring quick turnaround on accessibility and deliverability of critical information
* Maintain strict confidentiality of all sensitive and business-critical information
* Serve as administrative liaison between MULTIVAC U.S. and German parent organization
* Maintain organizational directories etc. as requested.
* Manage birthday and anniversary cards for associates.
* Maintain open, effective, and courteous communication between CEO office, direct reports and other areas of Multivac. Maintain a good working relationship with all Senior Management Team.
* Assist in development and the final preparation of PowerPoint presentations
* Assist in development and the final preparation of communication documents
* Assist in development and preparation of data (Excel) for presentations
Requirements:
Must-Haves
* Experience working with c-level/executive team/senior leadership
* Administrative assistant or coordination experience, ideally juggling multiple priorities
* Solid written, verbal, and in-person communication
* Strong organizational skills
* Able to take instruction yet also work independently
Nice-To-Haves
* Experience taking minutes for high level meetings
* Previous experience handling sensitive and confidential information
* Advanced Microsoft skills: outlook, word, excel, power point
* Prior experience with fast growing, medium sized company
Benefits:
* Dental Insurance
* Medical Insurance
* Vision Insurance
* Life Insurance
* Retirement
* Paid Time off
Interview Steps:
* Decision makers have travel coming up- trying to make a decision this week, if possible*
* Intro call and screen (can sometimes be skipped)
* In-person meetings with CEO, CFO, CTO
* Potentially one more step, or decision made