Executive Assistant / Team Coordinator

We are looking for an Executive Assistant & Team Coordinator who enjoys and has experience working in fast paced work environments to join our Winston-Salem office. He/she will provide support to 4-5 members of the senior leadership team and will also assist with office management, event planning, scheduling, strategic planning and other duties as assigned. This is a great opportunity with for a professional with 1-2 years of work experience who is eager to learn and grow within a quickly growing company. This position will report to the Director of Strategy & Business Development and will work closely with the leadership team as well as other Executive Assistants.

You Must

  • Detailed calendar management and meeting organization across offices in multiple states
  • Serves as calendar proxy for members of the leadership team – ensures all commitments are always represented and up to date
  • Plans, coordinates and books all travel for leadership team members with careful attention to securing the most cost effective rates
  • Keeps executives aware of any changes, updates or potential disruptions when traveling
  • Creates, submits and keeps records of all expense reports on a timely basis
  • Plans executive team meetings, including travel, venues, food & beverage, technology, etc. paying close attention to attendee needs, logistics and communication of plans
  • Manages budget for leadership team meetings (travel, accommodations, space rental, etc.) and ensure best rates
  • Prepares and anticipates needs for meetings by reserving space, printing documents, ordering supplies, etc.
  • Fields phone calls and acts as gatekeeper to executives, which will often require research and background before passing through contacts
  • Greets office visitors and inform leaders or managers of appointment arrivals
  • Maintains records of highly confidential information and ensures records are always up to date
  • Manages correspondence for executives and anticipate needs based on recent meetings or travel by proactively drafting notes and planning gift deliveries
  • Conducts research and develops summary reports or presentations as needed by executives
  • Creates/edits corporate documents and presentations as needed
  • Places and manages IT requests
  • Handles incoming and outgoing packages and mail
  • Orders food and beverage for office and events as needed
  • Maintains orderly and clean office environment
  • Orders supplies and manages supply closet for office
  • Communicates and works closely with other assistants to coordinate travel, events, reservations, changes, etc. when executives are meeting or traveling together
  • Builds relationships with managers and executives to anticipate needs
  • Other duties & tasks as assigned or required
  • Some travel required

You Have

  • Bachelor’s Degree
  • 1-2 years of work experience
  • Proficient in Microsoft Outlook, Excel, PowerPoint
  • Strong experience in event planning and execution
  • Well versed in researching and booking travel (hotels, airlines, car services, etc.) to include securing private aircraft
  • Strong organization, communication and interpersonal skills
  • Detail-oriented & resourceful
  • Quick adoption of processes and expectations (expense management, travel, correspondence, etc.)
  • Proficient in internet research and ability to synthesize information for management
  • Experienced in managing numerous projects at once within a fast paced environment
  • Flexible and adaptable to frequent changes that come with entrepreneurial environment
  • Strong desire to learn and grow within the company

Application

  • Accepted file types: pdf, doc, docx, zip.
© 2017 The Variable. All Rights Reserved