Executive Assistant

Informatic Concepts is recruiting an Executive Assistant resource for a consulting and coaching practice. The role includes managing multiple executive and team calendars, travel and logistics, internal billing processes, administrative details, creating/maintaining organizational systems, managing internal projects, organizing client processes and various concerns of the management team. This individual is personable, an effective communicator, professional, responsive, organized, service-oriented and high energy. Attention to detail, flexibility, and willingness to grow are essential. The Administrative Assistant collaborates with the operations team to develop and improve processes and contribute to the culture of the company.

Responsibilities 

  • Represent the organization and executives in all interactions- on the phone, in person, and written communications
  • Coordinate (schedule, confirm and align) executive calendars
  • Manage personal and business requests to ensure optimal leverage of executives
  • Scheduling/confirming appointments/meetings
  • Maintaining client files (hard copy and digital management/collaboration as needed)
  • Capturing communications and materials for digital archives
  • Coordinating meeting logistics and space concerns
  • Arrange travel
  • Managing office expense reports and invoice request
  • Managing database/contact information and CRM input
  • Managing email correspondence on behalf of executives
  • Coordinate and/or implement errands and “above and beyond” service offerings/ special requests to provide remarkable service
  • Coordinate logistical preparations for meetings, sessions and events as needed with external vendors as well as consulting and event staff
  • Ensure consulting offices and facility environment are readied and stocked for effective delivery and presentation daily
  • Prepare materials as needed for meetings, sessions and appointments as requested
  • Manage tracking spreadsheets and assignments for meetings, events, special sessions as requested
  • Copyediting communications including proposals, client emails, reports, data presentation

Tools &Technology 

  • PC systems (Mac OS also a plus)
  • Mobile phones and application
  • Photocopying and conference phone equipment
  • Proficient in Microsoft Office
  • Ability to learn Insightly CRM system
  • Ability to learn cloud-based systems like 365/SharePoint,DropBox

Skills/Experience 

  • Effective written and verbal communications
  • Effective time management
  • Service oriented
  • High level of emotional intelligence
  • Attention to detail
  • 5 years of Executive Assistant experience
  • College degree preferred; high school diploma accepted

To apply for this job email your details to ddavis@informaticconcepts.com