Executive Assistant

Executive Assistant

Executive Assistant



Location: US-FL-Orlando
Industry: Open

Service Area: Corp Svcs - Office Mgmt/Administration

Overview

Own Your Life. Own Your Career. Own your Company.

Our employee-owned company has achieved significant growth and has consistently ranked in Consulting Magazine’s top four Best Firms to Work For. We are a collaborative, entrepreneurial company that takes pride in our people, culture, clients and work-life balance.
Responsibilities


Provide world class administrative support at an executive level. The candidate requires strong initiative and sound judgment with the ability to work independently. Excellent interpersonal skills and a demonstrated ability to collaborate effectively with a broad range of individuals, groups, and clients is a must. Proactively participate in the multitasking and changing environment to meet the demands of executives.

Executive Assistant Duties:
* Manage executive business schedules, calendars, including arrange meetings, schedule conference calls, book appointments and update contact lists
* Act as a representative of the executive demonstrating superior judgment with both internal and external clients
* Organize all details for executive travel and client visits, includes all travel logistics (through Axiom)
* Monitor, manage and respond (if appropriate) to email, voicemail and other written/printed correspondence
* Communication with key clients including follow-up/reconfirming before and after meetings with agendas or next steps
* Organize incoming information and keeping abreast of all priorities and events
* Typing, formatting and creating documents. May include meetings notes (Word) and proposals (PowerPoint), spreadsheets (Excel)
* Create and maintain filing systems
* Submit weekly expenses for executives
* Schedule and coordinate internal team meetings including the meeting logistics, Outlook invites, hotel requirements (if necessary), preparation of meeting materials and arrange catering when appropriate
* Maintain executive subscriptions for industry publications
* RSVP to community invitations as appropriate
* Support Office Manager and/or EA staff in absences (includes time away from office; vacation, illness, lunch)

Reception duties:
* Greet Clients & Visitors
* Answer & manage incoming phone calls
* Maintain Florida Employee phone list
* Maintain Affiliate phone list
* Maintain Outlook Global Address book and email distribution lists
* Perform Daily Check List for general office security and maintenance
* Daily mail distribution
* Outgoing/incoming UPS & US Mail
* Sort and distribute
* Receive and return IS equipment

Other Office duties:
* Maintain office and hospitality supplies
* Stock refrigerator & snacks
* Inventory & order coffee/tea (ordered through vendor)
* Monitor, inventory & order office supplies (ordered through vendor)
* Ticket management for clients and consultants (i.e. Magic Basketball)
* Help maintain office appearance
* Keep all storage and common areas neat & tidy
* Conference/Training room – reserve & check before/after meetings
* Maintain office key list
* Notify Disney team when Disney PO’s arrive
* Maintain LOU, SOW, MSA, NDA files/lists
* See Contracts 101 Manual
* Onboard new affiliates/full-time employees
* See On Boarding Document
* Maintain Master Client list
* Attend Monthly EA/OPS calls
* Maintain office equipment
* Place service call if necessary
* Weekly communication check-in with Office Manager and/or LOL
* To provide feedback and effective communication

Qualifications


*
College degree preferred or equivalent experience
*
Professionalism, maturity and sound judgment are required to successfully manage the challenges of this position
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A high level of proficiency is required in Microsoft Office Suite 2007 and/or 2010 Products: Outlook, Word, Excel, Power Point
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Strong record of achievement
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High level of organizational skills; excellent attention to detail; the ability to work closely and intensely with the executives
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Must be able to make educated and informed decisions; prioritize conflicting needs; handle matters expeditiously; handle sensitive and confidential information with discretion and work with minimal supervision
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Excellent communication skills (oral and written), creativity, resourcefulness and exceptional internal/external customer service orientation are essential in order to communicate effectively with all levels of the organization, as well as with outside clients, allies and colleagues.
*
Positive & cheerful attitude

North Highland is a global management and technology consulting firm that has changed the model of how a consultancy serves its clients. We hire only experienced consultants who live and work where our clients live and work, leveraging our global network of service area expertise. We also guarantee our work. We work with the largest organizations in the world – business, government and non-profit – to achieve exceptional results.

North Highland is an equal opportunity employer committed to diversity in the workplace.
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