Overview
Executive Administrative Assistant Jobs in Charlotte, NC at Ferretti Search
Title: Executive Administrative Assistant
Company: Ferretti Search
Location: Charlotte, NC
Executive Assistant/Office Manager
Responsibilities:
Extensive calendar management in Microsoft Outlook, including the scheduling of Board and multiple Committee meetings, for both internal and external team members and volunteers in various time zones
Maintain meeting notes for Board and multiple Committee meetings, providing and assigning follow- ups and action points as necessary
Assist with the preparation of meeting agendas and bi-weekly Board Packs
Assist with booking and coordinating travel for the team
Oversee and submit expense reports for company-issued credit cards and employee reimbursements for the team as needed
Manage shared email inboxes; direct emails to appropriate team members as needed
Assist with the planning and execution of events, including, but not limited to: conferences, webinars, and networking events
Assist with event logistics, including onsite tasks at specified events, as needed
Oversee data management and organization within HubSpot
Oversee and coordinate office tasks, including but not limited to: managing vendors, handling shipments and deliveries, printing, replenish office and breakroom supplies, maintaining office tidiness, and coordinate communication with property management
Create, compile, and distribute reports and event attendee lists in Microsoft Excel, sorting/filtering, formatting, and organizing data as needed
Assist with creation and distribution of communications, including email campaigns, newsletters, and website updates
Assist with post-event follow-up, analysis, and reporting; administer and oversee post-event surveys, as directed by CMO.
Assist team with Information Technology needs, serving as the first point of contact for IT troubleshooting, and acting as a liaison between the IT vendor and staff
Assist with benefits and payroll administration, as directed by the COO
Support other operations initiatives, as needed
Other duties as assigned
Knowledge and skills:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
5+ years of relevant work experience in an administrative support role
Experience in event planning preferred
Strong organizational and problem-solving skills
Excellent written and verbal communication skills
Very strong attention to detail and level of accuracy
Ability to work independently as a self-starter
High level of IT expertise, including but not limited to:
Proficiency in Microsoft Office Suite, including a high level of proficiency in Microsoft Outlook
Qualitative and simple formula skills in Microsoft Excel and Google Sheets
Experience in Canva and HubSpot preferred
Entrepreneurial mindset, that embraces a fast-paced start-up atmosphere
Confident, with an approachable and dynamic personality
Ability to work under pressure on multiple events simultaneously, while meeting deadlines with frequent interruptions and competing priorities
