INTERSHIP Executive Administrative Assistant | Hybrid

at  Hire Emerald

QUALIFICATIONS:

• Bachelor’s degree in Business Administration or related field
• 2+ years of experience in an administrative role
• Excellent written and verbal communication skills
• Strong organizational and time management skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Proven ability to work independently and as part of a team
• Flexibility and willingness to work long hours and occasional weekends
• Demonstrated success where personal results and accountability are evident
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• The capacity to independently see a project through from start to finish
• Experience working at a start-up or rapidly-growing company preferred
• Enthusiastic, self-motivated and with a can-do attitude
• Excellent communication skills
• The inclination to build relationships across groups and levels
• Strong work ethic and high level of integrity
• Ability to maintain strict confidentiality and practice discretion in your everyday work
• Agile and flexible in response to changing priorities and needs with the ability to pivot quickly
• Thrives in an unstructured environment, and at times, with minimal direction
  To apply, please send your resume and cover letter.

THE ADMINISTRATIVE ASSISTANT ROLE PROVIDES SUPPORT TO EXECUTIVE TEAM MEMBERS, PEOPLE SUCCESS TEAM, AND THE TEAM OF EXECUTIVES ASSISTANTS. DAY-TO-DAY RESPONSIBILITIES REQUIRE ADAPTABILITY, PRIORITIZATION, ORGANIZATION AND INITIATIVE. USING EXCEPTIONAL COMMUNICATION SKILLS AND MULTITASKING ABILITIES, THE ADMINISTRATIVE ASSISTANT EFFECTIVELY MANAGES BROADER ADMINISTRATIVE PROJECTS, HELPS THE PEOPLE SUCCESS TEAM EXECUTE INTERNAL INITIATIVES, AND MANAGES EXECUTIVE TEAM MEMBERS’ CALENDARS AND EXPENSES.THIS ROLE ALSO SUPPORTS HANDLING INCOMING AND OUTGOING MAIL AND SHIPMENTS, MANAGING OFFICE SUPPLIES AND SNACKS, ACTING AS ON-SITE POINT OF CONTACT FOR PROPERTY MANAGEMENT, FACILITATING OFFICE VISITS AND TEAM MEETINGS, AND THERE MAY ALSO BE OPPORTUNITIES TO ASSIST IN EVENT COORDINATION OUTSIDE OF THE HQ.

We are looking for a highly motivated and organized individual to join our team as an Executive Administrative Assistant. The ideal candidate will have excellent communication and interpersonal skills, as well as the ability to work independently and as part of a team.

RESPONSIBILITIES:

• Provide administrative support to the Executive team, including scheduling appointments, managing calendars, preparing presentations, and responding to emails and phone calls
• Coordinate travel arrangements and logistics
• Maintain files and records
• Provide customer service to internal and external clients
• Support day-to-day requests from the People Success team, managed executives, and Executive Assistants in a fast-paced, hybrid environment
• Manage calendars for assigned executives and company calendar
• Oversee office administration email inbox
• Assist in managing visitors at HQ and coordinating special projects and activities, as needed
• Answer, screen, and place phone calls; sort and prioritize mail; manage information flow, including data entry and retrieval
• Maintain and order supplies for office and snacks
• Ship inventory and equipment to employees, clients, and vendors
• Organize on-site meetings/events at HQ, including reserving conference rooms, coordinating catering, and booking travel and accommodations.
• Track inventory of office supplies
• Process receipts and expense reports for executives, ensuring compliance with company policies
• Submit Purchase Orders and manage approval process with Finance Team
• Coordinate presentation materials for the People Success team, including monthly Town-Hall presentations
• Submit and monitor status of IT tickets for Leadership and New Hires
• Operate Employee Gift Programs by reviewing and executing requests for gifts and gift cards, while monitoring approvals from Finance Team
• Other duties as assigned