Alaffia
  • 07-Jan-2019 to 08-Mar-2019 (PST)
  • Olympia, WA, USA
  • Full Time

Executive Assistant

 

PRIMARY FUNCTION

Serve as an assistant to the CEO.  The role requires flexibility and discretion to accomplish a variety of assignments.  Regular duties may include; organizing travel arrangements and appointments, the preparation of materials and PowerPoint presentations, coordinating meetings and sending invites, answering incoming calls, managing calendars, and fulfilling other requests as needed to support the CEO and mission of Alaffia.

 

RESPONSIBILITIES

  • Be discreet and keep matters confidential
  • Continually increase in the ability to anticipate the needs of the CEO
  • Organize information in advance and communicate in a quick and clear manner.  Understand the level of urgency that comes with various requests.  This includes acting as an effective gatekeeper of the CEO's time and schedule
  • Schedule meetings and manage calendars
  • Help prepare presentations.  Handle presentation logistics, including any space reservations, A/V equipment, or physical handouts
  • Answer phone calls that come in via the office line
  • Help prepare for guests and visitors to Alaffia, as they relate to the CEO
  • Keep the office clean and organized.  Watch over the space and coordinate leaders that wish to use the office for Alaffia business
  • Sort and handle incoming and outgoing mail
  • Order supplies, as needed
  • Book travel and other make other arrangements
  • Do any necessary research to prepare the CEO prior to entering meetings or welcoming visitors 
  • Run personal errands
  • Take on additional duties or projects, as needed

 

QUALIFICATIONS

  • High School Diploma is required.  Bachelor's degree is preferred
  • Excellent verbal, written and interpersonal skills
  • Impeccable multi-tasking and time management abilities
  • Detail oriented
  • Strong sense of discretion and confidentiality related to personal and business matters
  • Should be able to work with minimal supervision and anticipate an executive's needs
  • Minimum of 3 years administrative experience.  Prior experience as an Executive Assistant is a plus
  • Possesses the ability to remain flexible and calm in a fast-paced environment
  • Should feel comfortable interacting with high ranking individuals
  • Proficiency with Microsoft Office
  • Experience in preparing slides for presentations
  • Professional in dress, manner and communication
Alaffia
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