November 7, 2024

Incubation Systems Private Limited

Salt Lake City

CONTRACT

Executive Assistant

Job Description:
We are seeking an Executive Administrative Assistant who would provide executive administrative support to the VP/GM Networking and Data Link Solutions with the ability to predict, anticipate and execute on the business needs of the office.
Qualifications:

High school diploma with a minimum of 8 years related administrative experience or associate degree with a minimum of 4 years related administrative experience.
At least 5 years of experience handling multiple simultaneous projects, managing multiple tasks and deadlines in a fast-paced environment.

Additional Preferred Skills:

Prefer a minimum of 10 years of prior experience working with senior executives.
Proficient with Microsoft Office suite (Power Point, Excel, Word, and Outlook including Teams).
A strong sense of urgency with the ability to monitor shifting priorities while responding and reacting to unexpected situations.
Good judgment and discretion in handling confidential information is of the utmost importance.
Demonstrate a willingness to learn new skills and to accept additional responsibilities as required.
Possess the ability to work well as a team and independently with minimal supervision.
Extremely organized with great attention to detail and excellent grammar skills.
The ability to anticipate needs and possess a high degree of initiative to begin action and independently take responsibility for follow through actions.
Willing to work some extended hours when necessary, including the occasional availability at a moment’s notice.
Must be focused on customer satisfaction, the commitment to consistently generate a quality work product and to do whatever it takes to get the job done quickly and efficiently.

Responsibilities:

Coordinate executive calendar management, events to include onsite/offsite coordination and travel arrangements.
Interact positively with all levels within the organization, including senior executives, corporate counterparts and co-workers while projecting a positive, collaborative, professional image of client in all interactions.
Proactively screen correspondence and telephone calls; respond or direct to appropriate parties for response.
Additional duties include providing telephone support, assist with preparation of company-wide communications, expense report preparation, mail and paperwork distribution, filing, copying and other general tasks.
Due to complex and confidential nature of the position, knowledge of the company’s policies and procedures is required.
Serve as event planning/coordinator for multiple business events of varying size and nature.