Executive Assistant

US-NC-Cary

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Job Description

Seeking an enthusiastic, energetic Executive Assistant for a rapidly-growing software company to support the executive team. The position includes various assigned duties and responsibilities and will be expected to set up robust administrative processes to take care of day-to-day office matters efficiently and effectively.  With exemplary organizational skills, and a knack for precision and detail, this person will be vital to the ongoing smooth progress of daily operations and will be a “go-to” person for executive support.

  • Calendaring meetings, conference calls, events, etc. for senior executives, keeping consideration of multiple time zones
  • Organizing meetings and attendant scheduling, catering, and A.V. setup needs both locally and with hotels in other locations
  • Scheduling travel plans including procuring air travel, hotels, car rentals and/or car service reservations
  • Creating and managing executive expense reports through OpenAir software system
  • Answering multi-line phones, taking messages, transferring calls, managing internal employee phone lists and directories efficiently
  • Coordinating with Recruiting and Human Resources for candidate interviews and new hire intake and setup
  • Managing certain vendor contracts and office facilities relationships including maintaining detailed and accurate files for contracts and correspondence
  • Completing all other duties and responsibilities assigned

Skills/Requirements

  • Successful prior experience as an administrator, receptionist or office manager strongly preferred
  • Intermediate proficiency in word processing and spreadsheet software required; proficiency in PowerPoint also strongly desired.  Will be trained on other software programs and procedures as needed
  • Experience with travel planning and meeting planning desired; experience with OpenAir desired Experience with administering benefits-related documentation for employees desired
  • Position requires occasional evening and/or weekend work, generally with advance notice
  • College degree or substantial coursework completed, ideally with a business or administrative concentration

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