We are looking for an experienced Executive Administrative Assistant to join our team. The Executive Administrative Assistant provides administrative support to executive officers, both local and remote as well as office management duties.  The Executive Administrative Assistant handles details of a highly confidential and critical nature; and collects and prepares information for use in our business (including presentations, agency contracts, patents, license agreements etc.) and meetings of executive staff. 

• Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
• Exercises considerable judgment and discretion in handling requests for appointments and telephone calls.
• Reviews and responds to daily internal/external mail and overnight packages; sends and receives faxes; prepares and distributes daily mail.
• Composes, types, and distributes professional correspondence and memoranda, e-mails and faxes, using individual initiative and as assigned.
• Proactively establishes and maintains highly organized filing system, files correspondence and other records.
• Coordinates calendars and schedules appointments, conference calls, and meetings, ensuring all parties are informed of and kept abreast of schedule awareness, and conference rooms booked.
• Meets and greets visitors in a courteous and professional manner.
• Prepares expense reports for executives and company executives, reconciles statements and receipts with expense reports, obtains appropriate approvals, and secures payments.
• Coordinates meetings including, but not limited to, preparing and distributing agendas and other meeting materials, reserving and preparing facilities, arranging meals when necessary, and recording and transcribing meeting minutes.
• Attends meetings and other functions as needed.
• Meets daily with executives to prioritize their needs and projects on a daily basis.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues and is respected by employees.
• Provides notarial support for the building as a registered notary.
• Performs as the only administrative support.
• Provides needed supplies for executives.
• Performs other duties as assigned by supervisor.

• Bachelor’s degree (BA) or equivalent preferred, five years related experience preferred, or equivalent combination of education and experience.
• PowerPoint and Excel expertise are required.
• Excellent verbal and written communication skills.
• Proficient in MS Office, and other office software applications Professional appearance and demeanor.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Acute attention to detail.
• Commitment to excellence and high standards.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgement with the ability to make timely and sound decisions.
• Creative, flexible, and innovative team player.
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
• Ability to work independently and as a member of various teams and committees.
• Demonstrated ability to plan, organize, and execute projects.
• While performing the duties of this job, the employee is frequently required to do the following:
  • Sit for prolonged periods.
  • Coordinate multiple tasks simultaneously.
  • Accurately complete detailed forms and reports.
  • Calculate figures and amounts.
  • Flexible work hours.