About the position
The Executive Assistant at Crystal Creamery Inc. plays a crucial role in providing high-level administrative support to executives, ensuring the smooth operation of their daily activities. This position demands exceptional organizational skills, discretion, and the ability to handle sensitive information with confidentiality. The Executive Assistant will be responsible for managing calendars, coordinating meetings and travel, and facilitating communication across various departments. This role is pivotal in maintaining the efficiency and effectiveness of the executive's office, allowing executives to focus on strategic initiatives and decision-making. In this role, the Executive Assistant will maintain and manage the executive's calendar, which includes scheduling meetings, appointments, and events. The assistant will coordinate and prioritize daily activities to ensure efficient time management. Additionally, the Executive Assistant will draft, review, and proofread correspondence, reports, and other documents, handling phone calls, emails, and other communications on behalf of the executive to ensure timely and professional responses. Preparing and managing meeting agendas, minutes, and follow-up actions will also be part of the responsibilities. Travel arrangements are another key aspect of this position. The Executive Assistant will arrange and coordinate travel logistics, including flights, accommodations, and transportation, while preparing detailed travel itineraries to ensure all logistics are in place. Organizing and coordinating internal and external meetings, conferences, and events will also be required, along with preparing meeting materials, presentations, and reports as needed. The Executive Assistant will oversee and manage office supplies and equipment, ensuring inventory levels are maintained, and will handle expense reports, purchase orders, and budget tracking for the executive's office. Assisting with special projects and assignments, including research, analysis, and reporting, will be expected, as well as tracking project deadlines and deliverables to ensure timely completion. Maintaining confidentiality and professionalism while handling sensitive information is paramount, as is building and maintaining positive relationships with internal and external stakeholders. The Executive Assistant will serve as a liaison between the executive and other departments, clients, and partners, ensuring effective communication and collaboration.
Responsibilities
- Maintain and manage the executive's calendar, including scheduling meetings, appointments, and events.
- Draft, review, and proofread correspondence, reports, and other documents.
- Handle phone calls, emails, and other communications on behalf of the executive, ensuring timely and professional responses.
- Prepare and manage meeting agendas, minutes, and follow-up actions.
- Arrange and coordinate travel arrangements, including flights, accommodations, and transportation.
- Prepare detailed travel itineraries and ensure all travel logistics are in place.
- Organize and coordinate internal and external meetings, conferences, and events.
- Prepare meeting materials, presentations, and reports as required.
- Oversee and manage office supplies and equipment, ensuring inventory levels are maintained.
- Handle expense reports, purchase orders, and budget tracking for the executive's office.
- Assist in various administrative tasks, including data entry, filing, and record keeping.
- Assist with special projects and assignments, including research, analysis, and reporting.
- Track project deadlines and deliverables, ensuring timely completion.
- Handle sensitive and confidential information with discretion and professionalism.
- Build and maintain positive relationships with internal and external stakeholders.
Requirements
- Bachelor's degree in Business Administration, Communications, or a related field preferred.
- Minimum of 5 years of experience as an Executive Assistant or in a similar administrative support role.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
- Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Ability to handle sensitive information with confidentiality.
- High level of professionalism and attention to detail.
- Proven problem-solving and decision-making skills.
