Executive Administrative Assistant

Location

Lake Mary, FL | United States

Job description

The Executive Assistant is responsible for providing high-level administrative support to our Chief Executive Officer (CEO) and our Chief Financial Officer (CFO) as well as managing administrative office activities as needed. This includes managing calendars, making travel arrangements, and preparing presentations and expense reports. This role is a key position working directly with our Executives and all Company departments and requires a high degree of professionalism, organization, and communication. To be successful in this role, you should be well-organized, have great time management skills and be an outstanding communicator.

• Provide high-level, confidential, diversified administrative support to CEO and CFO.
• Confidential administrative support to include but not limited to drafting letters, emails, memos, presentations, and reports.
• Provide sophisticated calendar management to executive leadership; prioritize inquiries and requests while troubleshooting conflicts with little guidance; make independent judgments and recommendations to ensure smooth day-to-day engagements.
• Plan, coordinate and ensure schedules are followed and respected; confirm appointments and meetings in advance.
• Arrange, schedule, and set up conference calls and meetings.
• Create presentations and other meeting materials using various software.
• Research, prioritize, and follow-up on incoming issues and concerns; at times, assist in the appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the executives and leadership, demonstrating leadership to maintain credibility, trust, and support with all staff.
• Demonstrate professionalism and courtesy in representing the CEO and CFO through interaction with internal and external colleagues, vendors, and partners.
• Work closely and effectively with the CEO and CFO to inform them of upcoming commitments and responsibilities, following up appropriately.
• Manage project planning efforts for effective events and activities. Leads event planning efforts as directed. This includes meetings, networking events, company dinners, annual company-wide or regional meetings.
• Maintain/update org charts.
• Plan Executive’s involvement, including off-site high-level visits, involving the management of critical logistics, such as developing schedules or preparing meetings, arranging facilities, IT support, caterers, issuing information and invitations, and working alongside other internal departments as needed.
• Acts as project manager for special projects, at the request of the executives, which may include planning and coordinating multiple presentations, disseminating information, coordinating schedules.
• Designs high level correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Assist with general office administration duties including some office supply management, ensuring food and beverage is ordered and stocked for meetings.

Other:

• Work with other administrative staff to coordinate meetings and projects.
• Effectively collaborate and communicate with others; demonstrate a desire to be part of a team.
• Exercise sound judgment and an appropriate sense of urgency.
• Complete other projects as assigned

#LI-AM2

• 7+ years’ experience supporting C suite level Executives.
• Bachelor’s degree preferred.
• 10+ years’ experience with calendar management, arranging travel and meeting coordination.
• Exceptional attention to detail.
• Mastery of MS Office products.
• Strong organizational skills with the ability to multi-task and meet commitments.
• Strong interpersonal skills and the ability to build relationships with internal and external staff and people outside the organization.
• Proven track record of providing outstanding customer service with a professional, tactful demeanor.
• Forward thinking: someone who actively seeks opportunities and solutions.
• Uncompromised commitment to the highest level of confidentiality and sensitivity to privacy in all aspects.
• The ability to multi-task and work with challenging issues, while establishing and meeting deadlines.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Travel may be required.

Qualus is a leading pure-play power services firm and innovator at the forefront of the energy transition, with differentiated capabilities across grid modernization, resiliency, security, and sustainability. The firm partners with utilities, commercial, industrial, renewable developers, and government clients, offering comprehensive solutions through boutique and integrated advisory, planning, engineering, digital solutions, program management, and specialized field services. Qualus also provides software and technology enabled solutions and develops breakthrough solutions for critical power industry issues such as distributed and variable resource integration, emergency management, and secure data exchange. The firm has over 1,000 professionals, with offices throughout the U.S. and Canada.

Qualus is an Equal Opportunity Employer. We celebrate the unique differences of our employees because that is what drives curiosity, innovation, and the success of our business. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, genetic information, political affiliation, or any other status protected by the laws or regulations in locations where we operate.

At Qualus, we believe everyone has value; and that the diversity and inclusion among our teams is what sets us apart for optimal success. We put people first because we care. Accommodations are available for applicants with disabilities. For details, view a copy of the Qualus Equal Opportunity and Affirmative Action Policy Statement here.

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