Executive Administrative Assistant

Job ID#: 38563

We are seeking a polished, professional, and highly organized Executive Administrative Assistant to support the CEO, CFO, and President of the company. This role is ideal for someone who thrives in a fast-paced office environment, enjoys wearing multiple hats, and takes pride in keeping operations running smoothly.

This position also partners closely with the front office and receptionist team to assist with daily office operations, visitor management, and administrative support functions.

Key Responsibilities

• Answer and route incoming calls and voicemails professionally
• Maintain and update company scheduling calendars daily
• Manage filing systems, company contracts, records, and HR personnel files
• Retrieve records, reports, documents, and files as requested by management
• Prepare and maintain conference rooms for meetings and presentations
• Greet and assist scheduled visitors and vendors
• Review and distribute incoming vendor emails appropriately
• Coordinate travel arrangements including flights, hotels, and conference registrations
• Assist with planning company events, functions, and corporate outings
• Provide administrative support including:
  • Spreadsheet creation and updates
  • Outlook calendar management
  • Certified mail and FedEx processing
  • Online research projects
  • Companywide communications and email correspondence
  • Teams meeting scheduling and setup
• Reconcile and approve monthly company credit card statements and office account billings
• Maintain accurate records, receipts, contact information, and communication history
• Keep office common areas, kitchens, and workspaces organized and professional
• Coordinate meal deliveries and meeting setup for internal meetings
• Assist with vendor management and contract administration including:
  • Vendor credit applications
  • MSA tracking and processing
  • Signature coordination and document filing
  • Redlined agreement distribution to attorneys
  • County land lease recordings and correspondence
  • Approved vendor list maintenance and reporting
• Place IT and office-related orders as needed
• Provide occasional after-hours availability for urgent texts or emails

Qualifications

• 2+ years of recent professional administrative experience supporting executive or management-level staff
• Strong proficiency in Microsoft Office Suite, Outlook, and calendar management systems
• Excellent verbal and written communication skills
• Highly organized with strong attention to detail and follow-through
• Professional appearance and demeanor required
• Ability to prioritize multiple tasks and work independently
• Experience handling confidential information with discretion
• Team-oriented attitude with a willingness to assist across departments

Founded in 1998, Professional Alternatives is an award-winning recruiting and that utilizes technology and relationships to deliver top talent. Connect with us today!