Overview
Executive Assistant Jobs in Kennesaw, GA at Mighty Loud Entertainment
Job Summary
We are seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to our executive team. This role is essential in ensuring the smooth operation of daily activities, managing schedules, and facilitating communication within the organization. The ideal candidate will possess strong clerical skills, attention to detail, and the ability to handle multiple tasks efficiently.
Is responsible for providing comprehensive executive and administrative support to the CEO/Executive Director (CEO) and managing the executive and administrative support operations for the IAFC. On behalf and through the CEO, the Executive Administrative Assistant will be directly responsible to communicate direction and delegate assignments on behalf of the CEO, monitor progress and assure benchmarks and timelines are met, and facilitate continuous communications with the continuous communications with the Chief Operations Officer/Assistant Executive Director, Chief Programs Officer/Assistant Executive Director and Executive Operations Directors and staff.
This position requires comprehensive knowledge of non-profit association operations and the ability to anticipate needs, think critically, act independently, and offer solutions to problems with a high level of professionalism and confidentiality. The Executive Administrative Assistant must be a trusted, experienced, association professional that is accomplished at managing significant, simultaneous, mission critical services in support of the CEO. Must possess demonstrated expert planning skills, impeccable attention to detail, superior work ethic, unquestionable integrity, and thorough execution of high-quality work on deadline.
Responsibilities
Provide executive administrative support, including managing calendars, scheduling meetings, and coordinating travel arrangements.
Perform data entry tasks with accuracy and efficiency to maintain up-to-date records.
Utilize DocuSign for document management and electronic signatures.
Assist in event planning and execution for corporate functions and meetings.
Transcribe meeting notes and prepare reports as needed.
Manage front desk operations, greeting visitors and handling inquiries professionally.
Maintain organized filing systems for easy retrieval of documents.
Support financial tasks for basic bookkeeping functions.
Collaborate with team members to ensure effective communication and project completion.
Job Descriptions:
Complete a broad variety of professional and administrative assignments on behalf of the CEO by independently organizing and managing CEO workload demands to include setting meetings, managing communications (written, e-mail and phone) and calendars, prioritizing inquiries and requests, troubleshooting issues and taking necessary action, and assigning work to other to ensure efficient and effective executive operations.
Create, compile, and produce complex documents, reports, dashboards, visual presentations, and talking points. Compose and organize written correspondence, maintain contact lists, and manage travel and expense reports. Have a sense for priorities and issues, keeping the CEO updated and informed and anticipating CEO’s needs in advance of meetings, conferences, etc.
Serve as the primary point of contact for the CEO, including contacts of a highly confidential or critical nature. Keep the CEO well informed of upcoming commitments and obligations, following up appropriately, and exercising an astute awareness and ability to recognize and sort priorities and critical issues. Prioritize and determine appropriate course of action and response or referral by exercising judgement that reflects the CEO’s direction.
Act as the CEO’s liaison to the IAFC Board of Directors responsible for Board support and logistics for board operations, meetings, and events to include oversight and management of the Board’s master calendar; coordinating and managing the Board’s travel needs; scheduling meetings and drafting agendas; compiling, developing, and distributing the Board’s agenda and accompanying materials; and taking, transcribing and maintaining meeting minutes.
Manage all aspects of organization’s executive and administrative support operations to include allocation of assigned personnel; oversight of general reception and hospitality of all guests and assuring a professional and welcoming environment at IAFC HQ; management of all incoming telephone and general in-box electronic communications; and management of general mail processing (incoming and outgoing) and shipping and receiving of packages and materials. Assure adequate materials and supplies for executive and administrative support operations and assist in the selection of vendors, equipment, services, and supplies.
Facilitate continuous communications with the Chief Operations Officer/Assistant Executive Director, Chief Programs Officer/Assistant Executive Director and Executive Operations Directors, meeting regularly with them to coordinate the CEDO’s needs for IAFC Board agenda items and reports, as well as IAFC Section and Committee operations and support needs.
Coordinate CEO’s and Executive Operations meetings and assist with other staff meetings and events as needed. Take minutes at conferences. Send minutes out to respective employees.
Independently manage and complete projects for CEO, assigning work to appropriate staff when required. Coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
Deploy resources efficiently and effectively toward organizational goals, working with CEO to balance workload and effort and perform other projects/duties as assigned for the overall benefit of the organization.
Skills
Proficient in data entry with a high level of accuracy.
Familiarity with DocuSign and other digital document management tools.
Strong clerical skills with attention to detail in all tasks.
Experience in event planning and coordination.
Excellent organizational skills to manage multiple priorities effectively.
Ability to provide executive administrative support with professionalism and discretion.
Competence in transcribing notes and preparing documentation efficiently.
Front desk experience is a plus, showcasing strong interpersonal skills.
Excellent writing, communications, and organizational skills. Capable of managing a myriad of complex projects/issues simultaneously. Exceptional organizational skills and impeccable attention to detail. Must be resourceful, an excellent listener, tactful, time efficient, and capable of adhering to tight schedules.
Must have comprehensive knowledge of office methods, practices, procedures, systems and equipment. Expert proficiency with Microsoft Office suite and Zoom video conferencing software; strong technical proficiency and skills using RMS/CRM software such as Salesforce; creating, organizing, and maintaining electronic filing systems such as Microsoft SharePoint to store, organize, share, and access information; managing electronic document and signature systems such as DocuSign; and designing and editing graphic presentations such as Microsoft PowerPoint and Power BI.
Ability to multitask and complete a high volume of tasks and projects with little or no guidance. Ability to react with appropriate level of urgency to situations and events that require quick response and/or turnaround and complete a high volume of tasks and projects with little or no guidance. Excellent judgment is essential, as it the ability to maintain a high level of integrity and discretion in handling confidential information. Be resourceful problem solver who is an excellent listener, tactful, and comfortable switching gears at a moment’s notice.
We encourage candidates who are eager to contribute positively to our team while developing their professional skills in a dynamic environment to apply for this exciting opportunity as an Executive Administrative Assistant.
Job Type: Full-time
Pay: $30.00 – $40.00 per hour
Expected hours: 40 per week
Benefits:
401(k)
Dental insurance
Employee assistance program
Employee discount
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Parental leave
Tuition reimbursement
Vision insurance
Schedule:
8 hour shift
Day shift
Monday to Friday
Weekends as needed
Education:
Bachelor’s (Preferred)
Experience:
Executive administrative support: 5 years (Required)
Ability to Relocate:
Mc Lean, VA 22102: Relocate before starting work (Required)
Willingness to travel:
25% (Required)
Work Location: In person
Title: Executive Assistant
Company: Mighty Loud Entertainment
Location: Kennesaw, GA
