Executive Assistant/Office Administrator

Supporting both the CFO and General Counsel, the Executive Assistant/Office Administrator will be experienced in handling a wide range of administrative and executive support-related tasks and should be able to work independently with little or no supervision. The Executive Assistant/Office Administrator will be a highly resourceful team-player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Essential Functions
Completes a broad variety of administrative tasks for the CFO and General Counsel including; managing an active calendar of appointments; Composing and preparing correspondence that is sometimes confidential; Screening phone calls and visitors; Updating Outlook contacts; Maintaining executive files; Copying, reviewing outside mail, scanning and filing documents. Handles confidential information with discretion

• Arranging detailed travel plans, itineraries, and agendas for CFO and General Counsel
• Compiling documents for travel-related meetings.

• Purchasing items and completing expense reports.
• Anticipating the executives’ needs and proactively bringing together appropriate people and resources to support the executive in addressing these issues.
• Completes critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem solving; making adjustments to plans.
• Enhances executives’ and company’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
• Represents the executives by welcoming visitors, arranging company dinners and other corporate functions; answering questions and meeting requests directed to the executive office.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
• Managing external contacts; proactively understanding who they are, who the primary contacts are, and keeping track of periodic communication needed for primary contacts.
• Support the President/CEO with the above functions and additional duties as required
• Answers telephones and directs the caller to the appropriate team member.
• Greets and directs visitors and guests as they arrive for company meetings, etc.
• Maintains order and readiness of break room and conference rooms.
• Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.), certified mail, parcel delivery or drop off.
• Assists in receiving, stocking and distribution of office supplies.
• Assists with other related clerical duties as needed, such as photocopying, faxing, filing, collating.
• Assists with meetings through coordination of meals/ beverages and may assist with appropriate visual and electronic information if needed.
• Able to use of all office equipment.
• Performs additional duties as assigned.

Competencies

• Communication Proficiency
• Time Management
• Organization and Planning
• Technical Capacity
• Task Prioritization
• Flexibility
• Collaboration Skills
• Personal Effectiveness/Credibility
• Stress Management/Composure
• Attention to Detail

Required Education and Experience

High school diploma

Knowledge of computers and relevant software application

Preferred Education and Experience

Associate’s degree and five years of related administrative experience or Bachelor’s degree.

Educational /Competency Requirements

Must be able to comprehend and assimilate programs, applications and updated technology. In addition, must maintain and update skills to be proficient with laws, procedures and any regulatory requirements related to this position.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role; sitting, reaching, hand and arm repetitive movement occur; however, some stooping, standing, lifting, kneeling, walking is required. Some lifting required up to 25 lbs.

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:00 p.m. This is an on-call position. Within reason, employee may be asked to complete requests in off-hours as needed and assigned.

Travel

Driving for errands may be required. Valid driver’s license is required.

Please note: this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Full-time

Pay: From $54,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Salt Lake City, UT 84106: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Associate (Preferred)

Experience:

• Microsoft Office: 3 years (Preferred)
• Administrative experience: 2 years (Preferred)

Work Location: One location