Executive Assistant

Mesa Systems - Salt Lake City, UT

Full-time - Mid Level

Salt Lake City, UT

Truck Transportation

About the position

Mesa Systems is currently seeking an Executive Assistant to the CEO and other company executives. This role is pivotal in performing a wide range of administrative support activities that facilitate the efficient operation of the organization. The Executive Assistant will also take on Office Manager responsibilities for the Salt Lake City Office/Branch, which includes organizing and coordinating office operations, procedures, and resources to enhance effectiveness and efficiency throughout the office. In this position, the Executive Assistant will manage and maintain executive calendars, scheduling appointments, internal and external meetings, and conference calls. The role involves coordinating travel itineraries, including flights, hotel accommodations, rental cars, and other travel needs. The Executive Assistant will draft and edit correspondence, communications, presentations, and other documents on behalf of the Executive Team, ensuring that all materials are professional and polished. Additionally, the Executive Assistant will complete monthly expense reconciliations for corporate credit cards and out-of-pocket expenses, securing appropriate signatures and tracking documents through the approval process. The Executive Assistant will serve as a liaison with internal staff at all levels, providing assistance and support on various projects such as new employee onboarding, calendar planning, and staff communication. Event planning assistance is also a key responsibility, along with completing weekly reports related to Warehouse Capacity, Quality Dashboard, and Sales Performance. The Executive Assistant will support other Senior Management staff on various projects as needed, prepare agendas for meetings, and create briefing materials and presentations. Furthermore, the Executive Assistant will oversee all daily office functions, ensuring that the organization and staff have a satisfying work environment. This includes being the first point of contact to answer, screen, and transfer incoming calls as well as managing office visitors. The role also encompasses vendor management, which includes ordering equipment and supplies, managing service levels, invoice reconciliation, and addressing any unsatisfactory vendor services. Lastly, the Executive Assistant will manage the office's IT environment and serve as the primary liaison with the Mesa IT Team.

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.