Overview
Executive Assistant New Jobs in Louisville, KY at Capella Space
Job Title: Administrative Assistant
Location: Schofield Barracks, Hawaii
Reports To: Contract Installation Manager
Job Summary:
The Administrative Assistant is responsible for providing administrative and clerical support to ensure the smooth and efficient operation of the office. This role involves managing day-to-day office tasks, supporting department heads, and assisting with various projects and communication tasks. The Administrative Assistant serves as a key resource for both internal and external stakeholders and plays a crucial role in maintaining organization and ensuring office efficiency.
Key Responsibilities:
Office Management: Handle general office duties such as answering phone calls,
managing email correspondence, and responding to inquiries from clients, visitors, and
staff members.
Scheduling and Calendar Management: Organize and schedule appointments, meetings,
and events for the team, ensuring optimal time management.
Document Preparation and Management: Prepare and format documents, reports,
presentations, and correspondence. Maintain filing systems (both physical and digital) to
ensure quick and easy access to records.
Communication Support: Serve as a point of contact for internal and external
communication, ensuring that all relevant information is relayed effectively and
promptly.
Recordkeeping and Data Entry: Perform accurate data entry, maintain records, and assist
in maintaining databases to ensure efficient information retrieval.
Meeting Coordination: Schedule and prepare for meetings, including arranging meeting
spaces, preparing agendas, taking meeting minutes, and ensuring all necessary materials
are provided.
Procurement and Inventory Management: Order office supplies and manage inventory,
ensuring that supplies are stocked and readily available for office use.
Assist with Special Projects: Support department heads and teams on special projects,
providing administrative support, data entry, research, and other tasks as required.
Report Generation: Compile and prepare reports, presentations, and other materials for
management review.
Visitor and Guest Support: Greet and direct visitors, ensuring they are comfortable and
have the necessary materials for meetings or appointments.
Travel Coordination: Arrange travel plans, including flight and hotel accommodations, car
rentals, and travel itineraries for staff members.
Compliance and Confidentiality: Maintain confidentiality of sensitive information and
ensure compliance with organizational policies and procedures.
Other Duties: Perform any other administrative tasks as required to support office
operations and team success.
Education and Experience Requirements:
Required: High School diploma or equivalent.
Preferred: Associate’s or Bachelor’s degree in Business Administration, Office
Management, or a related field.
Experience:
o Minimum of 2 years of experience in an administrative or clerical role.
o Experience in office management, scheduling, document preparation, and
customer service.
o Knowledge of office software applications (e.g., Microsoft Office Suite, Google
Workspace, etc.).
o Familiarity with office equipment, including copiers, fax machines, and multi-line
phone systems.
Skills and Competencies:
Strong organizational skills with the ability to manage multiple tasks and prioritize
effectively.
Excellent written and verbal communication skills.
Detail-oriented with the ability to maintain accuracy in recordkeeping and
documentation.
Ability to work independently and as part of a team in a fast-paced environment.
Strong problem-solving abilities and ability to exercise independent judgment.
Professional demeanor with excellent customer service skills and the ability to interact
with all levels of staff and visitors.
Proficiency in using office software, including word processing, spreadsheets, and
presentation tools.
Other Requirements:
Ability to maintain confidentiality and handle sensitive information with discretion.
Flexibility to adapt to changing work priorities and deadlines.
Travel Requirements:
Occasional travel may be required, depending on the needs of the organization.
Equal Opportunity Employer:
Wisdom Tree Technologies is an Equal Opportunity Employer and encourages all qualified
individuals, including veterans and individuals with disabilities, to apply.
Job Type: Full-time
Pay: From $22.36 per hour
Benefits:
Dental insurance
Health insurance
Vision insurance
Schedule:
8 hour shift
Work Location: In person
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Title: Executive Assistant New
Company: Capella Space
Location: Louisville, KY
