Executive Administrative Assistant

Why join our team at Definiti? If you enjoy tackling challenges and believe in delivering exceptional client service, Definiti may be perfect for you. You can make a difference by helping to improve and secure many retirements, while also helping to grow a dynamic organization. Most roles are fully remote, so you need to be comfortable using technology, be productive in a home office with a reliable internet connection to stay in touch with your team and deliver high-quality service to our clients. Definiti supports your professional growth through comprehensive training and industry credentials and certifications.

Definiti is a national retirement services company that helps clients manage and administer their retirement plans. We help clients define what's possible and what’s next for their retirement plans.

*****This position is hybrid for someone who resides local to Cary, NC. Primarily remote but occasional need to be in the Definiti Cary, NC office) *****

PURPOSE OF POSITION

The Executive Administrative Assistant role requires strong organizational skills and attention to detail to provide comprehensive support to executive committee members, including calendar management, travel arrangements, and coordination of offsites and meetings. Additionally, the Executive Administrative Assistant will be responsible for various events coordination across the company performing general clerical and office coordination duties.

PRIMARY DUTIES AND RESPONSIBILITIES

• Provide calendar management support for executive committee members
• Maintain a clean and organized approach to scheduling meetings, providing clear agendas, and ensuring timely completion of calendar activities
• Coordinate and book travel arrangements for executive committee members, including flights, hotels, and meals, to ensure successful trips
• Strictly adhere to approval protocols related to the company’s business expense policy and trip planning details, ensuring no bias or exceptions without supervisor approval 
• Operate office equipment such as copiers, scanners, phone and voicemail systems, personal computers, and other standard office machines
• Assist with converting the office into a paperless work environment
• Effectively communicate with clients, advisors, and vendors as required
• Ensure work meets quality standards and proper procedures are followed

COMPETENCIES REQUIRED

• Must be quick, efficient, and available during eastern work hours
• Be available for infrequent travel as needed at offsite meetings 
• Demonstrate sound judgment when making decisions, maintain confidentiality and operate with discretion and integrity
• Possess strong planning and organizational skills to successfully manage multiple priorities simultaneously
• Display keen attention to detail for accuracy
• Demonstrate excellence in written and verbal communication
• Proficient with numbers and basic calculations
• Prompt follow-up on open items with vendors, clients or internal team members
• Ability to work independently and as part of a team in a fast-paced environment 
• Convey a professional and positive attitude while interacting with vendors, clients, advisors and teammates
  

EDUCATION AND QUALIFICATIONS

• High school diploma or GED required
• 5+ years’ experience as an Administrative Assistant
• Intermediate MS skills to include Outlook, Word, PowerPoint, and Excel; calendar management and the ability to navigate web-based programs
• Experience using Microsoft Teams or other virtual meeting applications for regular video collaboration and quick communications via chat
• Accustomed with file-storage and file-sharing tools such as Microsoft SharePoint and Citrix ShareFile

REMOTE WORKING REQUIREMENTS

As a remote-first company, we have compiled expectations for a successful remote work environment:

• Ability to build rapport with others remotely while working productively with limited in-person interaction
• Have access to a reliable and consistently strong, high-speed internet connection suitable for remote work. A stable, high-speed internet connection is essential for effective communication, collaboration, and productivity while working remotely
• Designate a quiet, and well-lit space free of as many distractions as possible
• Be online and available to work during designated business hours in local time zone
• Accustomed to using Microsoft Teams (or similar virtual-meeting applications) to meet with colleagues regularly on video and use the chat feature for quick communications. We utilize many Microsoft Teams features (such as Channels and file storage) for announcements, relevant conversations, and file sharing. Familiarity with Microsoft Teams is a plus
• Accustomed with file-storage and file-sharing tools such as Microsoft SharePoint

BENEFITS

Definiti has a dynamic, growth-focused culture, and we are committed to offering attractive employee-centric benefits, including:

• A virtual-first work philosophy for most jobs
• 401(k) with up to 4% match
• Flexible PTO allows you to take the time you need for wellness, vacations, and personal matters. We foster a trusting environment where employees manage their workloads responsibly. Time off doesn’t accrue.
• 12 paid holidays, 2 paid floating holidays, and your birthday is a holiday
• Paid Parental Leave
• A variety of medical, dental and vision plan options including Definiti subsidized premiums
• Company-paid life insurance and short-term disability insurance
• Bonus plan eligibility