Executive Assistant

Location: Westbrook, ME
Job Type: Direct Hire
Salary: $60,000.00 - $70,000.00
Date: 12/27/2017
Job ID: 02553971
Job Description
SUMMARY:
Management Business Solutions is actively seeking an Executive Assistant for a company based in Westbrook, ME. This person will be supporting the Executive and will be responsible for keeping the office running. The ideal candidate will be helping the leaders run their business by being their right hand.

RESPONSIBILITIES:
  • Report directly to the Chief Software Engineering Officer
  • Prepare meetings and travel arrangements
  • Plan and coordinate department wide meetings and special events that include catering, awards and recognition, and technical equipment set up.
  • Manage the complex calendar and resolve any scheduling conflicts.
  • Design and update presentations.
  • Prepare purchase orders, invoices, expense reports and process them.
  • Prepare memos, organizational charts, phone rosters, contracts, etc., and distribute when needed.
  • Maintain and update databases and reports.
  • Coordinate, monitor, analyze, and report budget preparation.
  • Perform administrative tasks such as answering the phone, ordering office supplies, etc.
  • Assist with hiring process including scheduling interviews, new hire paperwork, and onboarding.
QUALIFICATIONS:
  • High School diploma or GED required.
  • 7+ years of experience in an administrative role.
  • Experience supporting strategic level initiatives and programs required.
  • Proficient in Microsoft Word, Outlook, and Excel and Mac Equivalents preferred.
  • Ability to handle confidential information in a database setting preferred.
  • Must use professionalism, discretion and good judgment when handling confidential client information.
  • Must be able to perform well in fast-paced environment, juggling changing priorities effectively.
  • Strong typing, writing, spelling and proofreading skills.
MANAGEMENT BUSINESS SOLUTIONS IS AN EQUAL OPPORTUNITY EMPLOYER