Executive Assistant

AutoBidMaster is seeking to hire an Executive Assistant to provide administrative support to the office of the CEO. The qualified candidate is expected to do well in a team environment while providing total support to the Executive in all aspects of their roles.

Candidates should have exceptional communication skills, a commitment to achieving a high level of accuracy and attention to detail, and a no-task-too-small approach to the work. An ideal team member will be able to work well independently but also be flexible enough to be directed at times.

RESPONSIBILITIES WILL INCLUDE, AND NOT BE LIMITED TO:

• Manage the executive calendar, helping to prioritize meetings and competing demands on availability.


• Coordination and administration of video conferences


• Coordinate company and team building events.


• Coordinate and execute all travel arrangements for CEO and team members including flight and hotel booking, visa securing, car reservations and airport pick-up arrangements.


• Manage documentation and information archiving (ex. Teams, SharePoint, etc.)


• Office maintenance, order supplies and provide support to visitors and visiting executives.


• Responsible for coordinating vendors, overseeing visits and payments.


• Liaise with property tenants and manage related landlord/tenant activities.


• Provides feedback to company team members, as directed by the CEO.


• Create spreadsheets and charts, maintain databases, and write department status reports on behalf of the CEO.


• Serve as gatekeeper for the CEO by fielding phone calls, attend meetings on the CEO’s behalf, take requests for meetings and coordinate various aspects of interdepartmental communication, as necessary.


• Provide executive support to other executives, as directed by the CEO.


• Receive and manage incoming communication or memos, including mail, on behalf of CEO and his entities. This includes reviewing contents, determining level of importance, and summarizing or distributing contents when applicable.


• Maintain filing systems for personnel and professional matters, update registrations, licenses, and other matters as needed.


• Handle projects and assignments as the business dictates.


• Provide status on all projects and assist with the day-to-day operations.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Handle multiple projects simultaneously within established time constraints.


• Work independently and in a team environment.


• Work professionally with co-workers to efficiently serve our customers with patience and respect.


• Ability to work with vendors in a professional manner.


• Strong work ethic, reliable, punctual, practical, efficient, and honest.


• Highly organized, meticulous, detail oriented.


• Excellent communication skills, highly responsive, fast at texting and typing on a computer.


• Proficient with Gmail, Google Drive, Microsoft Office, SharePoint, Apple and Android products and smart phone apps.


• Resourceful in terms of internet search and online shopping.


• Experience identifying and implementing processes and procedures to improve work efficiency.


• Capacity to handle tight deadlines and last-minute changes, adapt quickly while remaining flexible, and problem-solve without sacrificing detail.


• Record of accomplishment of consistently going above and beyond.


• Ability to maintain composure and sense of humor in high-pressure situations.


• Vault-like ability to maintain confidentiality and be ultra-discreet.


• Excellent command of the English language, both written and spoken. Bilingual is a plus.


• Intent to stay in the position long-term.

REQUIREMENTS:

• Bachelor’s degree


• Minimum 5 years’ related experience.
  


• Willingness to work nights and weekends, as necessary.

BENEFITS:

• Group Health plans


• Paid holidays


• Paid time off


• Bonus program


• 401k
  


• Upbeat and exciting company culture and much more!