Description:
We seek a dynamic and proactive Executive Assistant to support the broader team. This role involves payroll, benefits, 401K management, calendar management, scheduling, event planning, insurance administration, and various other administrative tasks. The ideal candidate will be highly organized, detail-oriented, and able to handle multiple tasks simultaneously while maintaining high professionalism and discretion.
Payroll and Insurance Administration
- Bi-Monthly Payroll Management: Administer bi-monthly payroll and related deductions, ensuring timely and accurate processing.
- 401K Enrollment and Deductions: Manage and ensure timely and accurate 401K enrollment and related deductions.
- Insurance Enrollment and Off-Boarding: Manage insurance enrollment and off-boarding, answer related questions, and act as a liaison. Notify payroll contact for deductions and update Drive/Trello with relevant information.
- Reminders and Communication: Use the provided templates and emails to send reminders for insurance decisions and follow up as needed.
Calendar and Scheduling Management
- Pro-Active Management of Calendars: Ensure schedules are up-to-date, manage appointments, and anticipate scheduling needs for one of the executives.
- Scheduling Candidates: Coordinate with recruiters and clients to schedule candidate interviews and lunches for recruiters as needed.
- Candidate Interviews: Work with hiring coordinators to arrange interviews and ensure calendar invites are sent and noted on recruiters' calendars as not busy.
- Team Trip Planning: Research events, locate hotels, schedule dinners, and organize team trips and holiday lunches. Coordinate with the team, leadership and organizations.
- Business Travel: Manage 7-10 business trips a year, including flights, hotels, and ground transportation.
Event Coordination
- GC Forum: Secure attendee list from Leslie, send reminders via phone/email the day before the forum, and manage related logistics.
- Gift Ordering: Handle gift orders such as Sugarwish for various occasions, including GC Forum speakers, employee birthdays, and anniversaries.
Onboarding and Offboarding
- Onboarding Process: Follow the Trello board guidelines for new employee onboarding, including sending necessary information and managing 401K participation.
- Offboarding Process: Follow the Trello board guidelines for employee offboarding.
Administrative and Communication Tasks
- Update New Employee Board: Keep the holiday list and other relevant information on the new employee board current.
- Social Media Posting: Create and manage social media content to maintain an active online presence.
- Website Updates: Ensure the company website is up-to-date with the latest information and announcements.
Qualifications
- Proven experience as an executive assistant or in a similar administrative role; minimum three years, preferably five years experience.
- Exceptional organizational and time-management skills.
- Proficiency in using scheduling tools, Google Drive, Trello, and social media platforms.
- Strong communication skills, both written and verbal.
- Ability to handle confidential information with discretion.
- Proactive and able to anticipate needs and potential issues.
- Bachelor’s degree preferred.