The primary responsibility of the Executive Assistant is to support the CEO of the O’Neil Group Company, Managing Member of Braxton Science and Technology Group (BSTG), with all administrative duties. The Executive Assistant, Peronal Assistant will also be responsible for managing the flow of communication through the office, handling basic accounting tasks, managing the purchase and distribution of supplies, maintaining equipment, and providing support to executives to ensure that operations run smoothly.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Effectively manages personal, business and social calendars, meetings and appointments
- Arranges complex domestic personal and business travel plans, itineraries and all documents for travel and conferences
- Composes and prepares correspondence, reports, presentations and other complex documents
- Proofreads emails and correspondence and demonstrates professionalism and tact in interactions with others, sends correspondence on behalf of the CEO and the company
- Assists in executive preparations for meetings, including preparing presentations, information and materials
- Participates in executive meetings and summarizes discussions for distribution to team members
- Coordinates and optimizes the time spent by the CEO with clients and community leaders
- Arranges events and meetings by coordinating facilities, catering & communicating information
- Effectively enforces company values and polices without evoking negative reactions
- Effectively and quickly processes information and feedback for continuous improvement to support a high-performance work environment
SUPERVISORY RESPONSIBILITIES
- This position does not have any supervisory responsibilities but requires you work very closely and proactively with the CEO to manage day to day operations and scheduling.
QUALIFICATIONS
- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
KNOWLEDGE AND SKILLS
- To perform this job successfully, an individual will use a computer to carry out many of their duties and should know how to use word processing software, email, calendar and scheduling software, and other programs as well as knowing how to use the internet proficiently, including research skills.
EDUCATION and/or EXPERIENCE
- Two+ years related experience and/or on-the-job training. Education is important but cannot replicate the wide variety of situations that will be encountered in the workplace.
LANGUAGE AND INTERPERSONAL SKILLS
- Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information to management.
REASONING ABILITY
- Ability to interpret a variety of instructions furnished in written or oral form.
CERTIFICATES, LICENSES AND REGISTRATION
- None required
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The employee must occasionally lift and/or move up to 25 pounds.
- Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Normal office environment. The noise level in the work environment varies between quiet and moderate.
More Information on What This Position Will Require
Communication Skills:
This position will require communicating with others constantly, setting up appointments and carrying out other business-related tasks. Candidate must be able to communicate clearly to avoid any misunderstandings. He or she should be able to keep composure when communicating with difficult people or those who might be argumentative.
Organizational Skills:
He/she must be highly organized and detail oriented, as this position requires taking charge of the CEO’s calendar, scheduling appointments, taking calls, writing down messages, screening postal and email and doing other duties that require extreme care and accuracy. He/she must be able to distinguish and handle high-priority items and set aside unimportant ones. He/she should have impeccable time management skills, strong scheduling expertise and multitasking abilities. The assistant is expected to act as a gatekeeper by handling as much of the administrative load as possible without having to interrupt the CEO continually.
He/she must keep things running smoothly, especially during high-stress situations. When the CEO is under pressure, the Executive Assistant is expected to be the rock who keeps things together and thinks clearly. He or she should be a proactive problem solver, rather than merely a message taker. For example, if a client calls with an urgent question and the CEO can’t be reached, the assistant should be familiar enough with the business and the CEO that they can offer a satisfactory answer until the CEO is available.
Flexibility & Adaptability:
This position requires being flexible enough to deal with the stress of plan changes. Instead of panicking, he/she must be able to go quickly into damage-control mode. He/she must also be ready to handle any task the CEO might require assistance with.
Loyalty and Confidentiality:
The Executive Assistant must want to maintain loyalty and confidentiality, which means not sharing sensitive information with others and always protecting the best interest of the CEO and his company.
BSTG is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Talent Acquisition Division at 719-219-7472 or hr.staffing@bstgllc.com. If this position requires a government clearance, the applicants selected will be subject to a government security investigation and must meet eligibility requirements for accessing classified information.
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