19 days old

Executive Assistant

JobsOhio
Columbus, OH 43215
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  • Job Code
    137812129
  • Jobs Rated
    100th

Position Title: Executive Assistant
Reports To:
Vice President, Sites and Infrastructure
Position Type:
Full-Time
Schedule and Hours:
Varies as necessary


About JobsOhio

JobsOhio is a private, nonprofit corporation designed to drive job creation and new capital investment in Ohio through business attraction, retention and expansion efforts. Economic development is about creating a place where companies can thrive and individuals can enjoy a higher standard of living. JobsOhio plays a leading role in economic development and serves as a catalyst to accelerate growth by investing in communities, helping Ohio's businesses expand and attracting new companies to the state all contributing to job creation, greater payrolls and more investment.

Summary of Position

The Executive Assistant provides administrative support to assigned Managing Directors and/or leadership members and their teams. This role will ensure calendars are coordinated and updated daily, meeting materials are compiled and distributed, and travel is arranged accordingly. Frequent interactions will occur with both internal and external stakeholders and superior customer service skills will be pivotal to success in this position. The Executive Assistant will have the ability to anticipate needs and adapt to changing priorities, multi-task and manage tight deadlines in a fast-paced environment.

Duties and Responsibilities

Coordinates assigned Managing Directors and/or Leadership members calendars and schedules:

  • Handles incoming requests and confidential matters timely and in a discretionary manner with diplomacy and professionalism
  • Schedules, coordinates and updates meeting invitations, appointments, and events within Outlook, ensuring entries have all of the pertinent details, agendas, addresses, directions, meeting links, etc. and ensures there are no scheduling conflicts
  • Appropriately accounts for travel time in between meetings when necessary as well as incorporates buffers and breaks for administrative tasks or to allow transition to the next meeting
  • Provides strong customer service support to employees and network requests on matters relating to the managing directors' schedules and availability, as well as office-wide events and meetings
  • Coordinates interviews with candidates respective to the managing directors' teams open positions, confirming details by providing candidates with agendas, parking information, directions to office, etc.
    • Ensures all applicable participants in the interview process have all the necessary documents to effectively complete the interview, including the interview feedback form, candidate resume/cover letter and interview schedule
  • Serves as the main point of contact between internal JobsOhio employees and external stakeholders (such as Network Partners) to assist in scheduling, coordinating meetings, lunches, site visits, etc.
  • Update SalesForce with contacts, events and client information. At the request of the leader, pull reports to prepare for meetings and client visits
  • Works with the Office Services Manager and/or Marketing Manager, Events to assists in scheduling luncheons, dinners and other events

Makes travel arrangements:

  • Makes travel plans (e.g., air flights, ground transportation, hotel reservations, car rentals) and ensures pertinent information is provided accordingly (e.g., time of flights, lay-overs and delays, options of ground transportation).
    • In coordinating travel plans, ensures JobsOhio's Allowable Travel and Business Cost Policy is followed and limits are not exceeded without obtaining appropriate permissions before booking travel
  • Proactively partners with Compliance and Human Resources to book overseas travel training prior to leader traveling internationally
  • Utilizes JobsOhio's systems and resources to book travel both domestically and internationally to obtain cost effective travel

Provides administrative support:

  • Updates and maintains address books;
  • Scans and/or makes copies;
  • Responsible for ordering business cards and team specific supplies
  • Assists in preparation of meetings; i.e.: assembles materials, provides agendas, creates name tents, ensures conference rooms are reserved and tidied, ensures room is stocked with appropriate materials such as pens, whiteboards, remotes, etc.
    • If applicable, provide 48 hours to one week notice to Office Services Manager regarding coffee or meal orders and deliveries to office
    • In collaboration with the Office Services Manager, responsible for coffee/tea services, ordering of lunch and the set up and tear down post-meeting
  • As requested, assist in Board meeting prep such as creating binders, pulling reports and historical data, etc.
  • Prepares mass mailings and/or thank you notes
  • Responsible for submitting monthly corporate credit card expense reports via Concur by the 15th of each month, keeping track of and attaching all relative documentation (e.g., receipts, participant lists, etc.);
  • Responsible for creating and submitting employee expense reports, collecting and ensuring proper documentation is attached (e.g., maps with mileage noted, monthly phone bills, etc.);
  • As requested, provide historical expense data to assist leader in completing budgeting process

Other duties as assigned include but are not limited to:

  • Provides coverage of the front receptionist desk when needed and to cover in events such as vacations, sick days, holidays, etc.
  • Picks up office mail, opens, stamps and distributes when needed


Experience Requirements

  • 3-5 years of experience as an Executive Assistant, Administrative Assistant or related experience
  • Experience with Microsoft Office (Word, Excel, PowerPoint and Outlook) is required
  • Experience with managing multiple calendars, meetings and coordinating schedules
  • Experience with arranging travel plans
  • Strong communication and customer service skills
  • Strong organization skills and detail orientation
  • Experience with managing multiple tasks and deadlines in a fast-paced environment
  • Ability to adapt to changing priorities
  • Highly ethical and the ability to maintain strict confidentiality

Education Requirements

  • Bachelor's degree or equivalent experience

JobsOhio is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, ancestry, familial status, or veteran status.





PI137812129

Jobs Rated Reports for Executive Assistant

Posted: 2021-05-27 Expires: 2021-06-28

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Executive Assistant

JobsOhio
Columbus, OH 43215

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Executive Assistant
100th2019 - Executive Assistant
Overall Rating: 100/199
Median Salary: $59,340

Work Environment
Very Good
19/220
Stress
Low
63/220
Growth
Very Poor
220/220
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