Executive Assistant to CEO

Executive Assistant

Company Name: Confidential – “Start-Up” Company Location Atlanta, GA, US

Overview Of Job Function

The Executive Assistant is responsible for providing administrative support with the expressed purpose of enhancing the effectiveness of the organization. This includes assisting with team support, documentation, calendar management, meeting coordination, travel arrangements, data entry, invoice coordination, event planning, maintaining files and other general operational responsibilities for the site. This position will work out of the Atlanta office.

Principal Duties And Essential Responsibilities

• Manage executive calendars which include coordinating multiple calendars for scheduling appointments, meetings and conference calls.
• Execute proactive thinking and authoritative decision-making with priority to meeting conflicts; reschedule meetings as needed; prepare agendas, reserve and prepare conference rooms.
• Manage complex travel itineraries for executives which consist of booking air, car and hotel accommodations via internet and/or phone; adjust travel schedules as needed.
• Coordinate and manage on-site, off-site, and virtual meetings and special events for the department including venue selection, logistics coordination, meeting material preparation and all correspondence including meeting agenda and invitations. Special events may include, but are not limited to, training events, operations turnover, Product House outings, customer visits, internal summits, quarterly reviews, etc.
• Manage travel expense reimbursements which include research/ gathering/ validating all travel receipts, data entry into Concur and tracking/ reconciling with credit card statements to ensure proper reimbursement; validate/ approve expense reports.
• Create, route, and process written and verbal correspondence while exercising a high degree of discretion and confidentiality. Prepare and compile reports, presentations, and other internal documents.
• Perform financial duties such as budget coding, tracking, and processing invoices for payment and submitting Purchase Orders for the department.
• Maintain organizational charts as well as other related lists and charts.
• Coordinate office space set up and equipment (phones, computers, mobile phones, badges, etc) for new employees and contractors. Coordinate internal moves with Facilities and assist in ensuring that the department is maximizing office space.

Minimum Requirements

• A minimum of 5 years of demonstrated experience providing operational support for a medium to large, complex organization.
• Strong organizational skills to effectively assist with adherence to deadlines, attention to detail and strong problem solving and decision-making.
• Excellent organizational and multi-tasking skills with the ability to work in high paced organization.
• Has advanced MS Office 2010 or newer (PowerPoint, Word, Excel) skills
• Excellent calendar management skills, including the coordination of complex meetings and off-site event planning.
• Hands on administrative coordination experience (office moves and logistics, financial support, domestic/international travel, etc.).
• Demonstrated ability to discreetly handle confidential information.
• Demonstrated ability to work as an effective team member with staff, clients or customers, and other team members.
• Excellent oral and written communication skills with ability to adjust communication style as required.
• Successful completion of a background screening process including, but not limited to, employment verifications, criminal search, and drug screening, where applicable and in accordance with federal and local regulations

Preferred Requirements

• A 4-year college degree in a related field.
• Experience providing executive project administrative support with a software organization or IT.
• Previous administrative support at the Executive level.

Job Type: Full-time