Executive Assistant

Mesa Systems - Salt Lake City, UT

Full-time - Mid Level

Salt Lake City, UT

Truck Transportation

About the position

Mesa Systems is seeking an Executive Assistant to support the CEO and other executives. This role involves a variety of administrative tasks to ensure the efficient operation of the organization, alongside Office Manager responsibilities for the Salt Lake City office. The Executive Assistant will coordinate office operations, manage executive calendars, and facilitate communication within the executive team and across the organization.

Responsibilities

• Manage and maintain executive calendars including scheduling appointments, internal/external meetings, and conference calls.
• Coordinate travel itineraries, flights, hotel accommodation, rental car, and other travel needs.
• Draft and edit correspondence, communications, presentations and other documents on behalf of the Executive Team.
• Complete monthly expense reconciliation for corporate credit cards and out of pocket expenses.
• Secure appropriate signatures and track documents through the approval process.
• Serve as a liaison with internal staff at all levels.
• Provide assistance and support on various projects such as new employee onboarding, calendar planning, and staff communication.
• Provide event planning assistance.
• Complete weekly reports related to Warehouse Capacity, Quality Dashboard, and Sales Performance.
• Support other Senior Management staff on other projects as needed.
• Prepare agendas for meetings, briefing materials and presentations as needed.
• Oversee all daily office functions ensuring the organization and staff have a satisfying work environment.
• Serve as the first point of contact to answer, screen and transfer incoming calls as well as office visitors.
• Be responsible for all vendor management which includes ordering equipment and supplies, managing and monitoring service levels, invoice reconciliation and addressing unsatisfactory vendor services.
• Manage office's IT environment and serve as the primary liaison with Mesa IT Team.

Requirements

• 5-10 years of office administration experience.
• Bachelor's degree preferred.
• Professional Administrative Certification preferred.
• Computer literacy and proficiency in Microsoft Office Suite.
• Strong organizational skills and attention to detail.
• Event planning experience.
• Travel arrangements and logistics management experience.
• High level of professionalism and a strong ability to relate to people of all business levels including executives and senior staff.
• Understanding of project management and the skills needed to plan ahead.
• Passionate, enthusiastic, and a team player.
• Ability to work in a fast-paced environment and adapt quickly to changing needs and priorities.
• Ability to take initiative while prioritizing and managing multiple tasks simultaneously.
• Strong problem-solving skills.