Executive Assistant

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Reports to: COO & CEO

Position Summary:

The Administrative Assistant will provide administrative and staff support to the general organizational operations. Working under the direct supervision of the COO and CEO this position provides all necessary organizational support, including telephone operator, and is responsible for a variety of other tasks.  Requires strong computer and internet research skills.

Also calls for flexibility, excellent interpersonal skills, project coordination and the ability to work well with all levels of internal management and staff as well as outside clients and vendors.

Duties and Responsibilities:

  • Places, receives and routes a high volume of calls through main office telephone system. Respond to direct requests for information and/or forward messages to appropriate staff. Call backs to be completed within an hour of receipt.
  • Greet and direct office visitors.   Make sure office and kitchen is kept in orderly and clean   fashion.
  • Provide assistance as needed with research for products and services and product development.
  • General office duties such as typing, bookkeeping, flow of correspondence, filing, requisition of supplies, faxing, etc.
  • Booking travel and hotel arrangements as needed.
  • Coordinate meeting times, materials, and personnel for meetings and training sessions and other activities of the organization.
  • Assist in preparation of materials for the board of directors, order lunches, etc.
  • Provide meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics).
  • Assist in the updating of the website/proofreading documents
  • Provide administrative support to staff for copying, faxing and large-scale mailings.
  • Responding to staff requests for administrative support as needed.
  • Distribute customer comments to staff for follow-up.
  • Coordinate and fill all company donations and requests.
  • Gatekeeper of deliveries.
  • Perform other duties and responsibilities as request.

Experience and Education:

  • Minimum of one year office administrative support experience is preferred.
  • Some college preferred. 
  • Excellent organizational skills (oral and written) and the ability to excel at details, multi-tasking and working under pressure.
  • Must have some experience and skilled in the use of software programs such as MS Word, ACCESS, PowerPoint, and Excel.

Location: Fair Oaks, IN
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