Executive Administrative Assistant

Vigilant - Cincinnati, OH

Full-time - Entry Level

Cincinnati, OH

Furniture and Related Product Manufacturing

About the position

The Executive Administrative Assistant at Vigilant LLC plays a vital role in the company's success, recognized by colleagues as a key member of the team. This position requires excellent communication skills and the ability to balance multiple tasks simultaneously, serving as a focal point in a dynamic, fast-paced business environment. The role demands versatility, involving a broad range of administrative tasks that significantly impact the growing organization. As the Executive Administrative Assistant, you will support the CEO and COO while also playing an integral part in site-wide planning, organization, and events. This position reports directly to the CEO. In this role, you will be responsible for managing schedules for the CEO and COO, which includes creating and executing accurate calendars, appointments, and office meetings. You will act as a liaison with internal departments, coordinating meetings both internally and externally, preparing agendas, meeting facilities, and distributing materials. Additionally, you will prepare and confirm all travel and accommodation arrangements, resolving any related difficulties. Office management responsibilities will include maintaining office supplies and providing computer equipment support. You will also provide end-to-end support for on-site visits, meetings, and events, assisting the CEO and COO with tasks such as expense reporting, arranging travel, budgeting, meeting correspondence, and product purchasing. This role leverages a flexible schedule that may involve nontraditional working hours. Candidates must be able to work from the Vigilant office in West Chester, OH, or remotely from a home office, depending on their skills and experience. Employment offers are contingent upon background checks, drug screening, and reference checks. The above statements describe the general nature and level of work being performed by individuals assigned to this classification and are not intended to be an exhaustive list of all responsibilities and duties required of personnel classified in this role.

Responsibilities

• Provide schedule management to the CEO and COO, including creating and executing accurate calendars, appointments, and office meetings.
• Act as a liaison with internal departments.
• Coordinate meetings internally and externally, prepare agendas, meeting facilities, and distribute materials.
• Prepare and confirm all travel and accommodation arrangements and resolve related difficulties.
• Manage office supplies and provide computer equipment support.
• Provide end-to-end support for on-site visits, meetings, and events.
• Assist the CEO and COO with tasks including expense reporting, arranging travel, budgeting, meeting correspondence, and product purchasing.

Requirements

• 5+ years of administrative experience supporting leaders at multifaceted levels of an organization.
• Bachelor's degree preferred but not required.
• Proficiency in Microsoft Office suite of products including Outlook, Word, PowerPoint, Excel, and SharePoint.
• Detail-oriented with strong communication and organizational skills.
• A proactive and creative approach willing to assume responsibility for a broad range of administrative projects.
• A self-starter with the ability to take initiative in a fast-paced environment.
• A proven track record of working collaboratively and optimally with various personalities.
• A professional who has an authentic, positive attitude.

Nice-to-haves

• Ability to work independently and with a team.
• Ability to maneuver multiple responsibilities while being very intentional.
• Outstanding ability to prioritize, react, and think quickly.
• Ability and judgment to seek clarification or assistance when needed.
• Desire to work as a true partner with the team and anticipate needs.