Executive Assistant

About the role

The Executive Assistant is responsible for providing administrative support to several C-level members of executive management.

This position performs a variety of advanced administrative duties, while serving as an administrative liaison with others outside the department. This position exercises initiative and extensive knowledge of practices and procedures.

Who You Are

• Bachelor’s degree or equivalent experience.
• 5+ years of administrative experience supporting C-level executive management required.
• Ability to support the C-level executive management in a highly dynamic, ever changing environment.
• Availability on evenings and weekends as needed.
• Must have advanced skills in Microsoft® Word, Excel, PowerPoint, Outlook, and Internet navigation and research.
• Outstanding work ethic, a professional attitude with strong communication skills (verbal and written), keen interpersonal skills, and an aptitude for interfacing with all levels of an organization.
• Strong initiative taking ability and can work independently and takes initiative to assess and improve operational efficiencies of normal work tasks.
• Excellent time management and prioritizing skills. Must be able to handle several tasks at once in a fast-paced environment.
• Takes pride in work, exhibiting accuracy and attention to detail.
• Demonstrated energetic, outgoing, organized, and detail-oriented actions with excellent follow through skills. Must be a ‘can do’ type of person.

What You’ll Do

• Screen incoming calls, fields questions and responds independently when possible. Exercise judgment and discretion to monitor all incoming/outgoing communications.
• Maintain and update professional and personal contacts in Outlook.
• Manage calendars, act as a "gatekeeper" and prioritize business and personal meetings for time efficiency, anticipating and resolving any potential scheduling conflicts.
• Coordinate on-site and off-site meetings.
• Working knowledge of set-up and execution of both in person and virtual large scale video conferencing meetings.
• Corporate Event Planning: Under corporate guidelines, facilitate all aspects of meeting planning for the region, including researching, recommending, securing offsite venues and negotiating contracts for meetings. Plan, coordinate, and execute logistics including food and beverage, guest rooms, team building activities, evening events and happy hours, audio/visual equipment, vendor proposals/invoices and meeting related travel. Assist in the creation of meeting materials including agendas and presentations and shipping meeting materials. Coordinate registration, schedule appointments, and arrange other details for leader attendance at industry conferences and meetings. Plan, coordinate, and execute on-site client meetings including conference room setup standards, food and beverage, attendee badges, printed and digital welcome signage, communications and evening events.
• Organize comprehensive business travel arrangements (domestic and international). Provide detailed itineraries, compile necessary travel documentation, and anticipate all travel needs (hotel accommodations, air, ground transportation, meal reservation, entertainment, etc.).
• Maintain efficient filing and organization of correspondence, reports, and meeting materials.
• Manage ad-hoc projects as requested.

Fraud Alert

Please beware of fraudulent schemes or impersonations when going through the job application process. A Riveron employee will never recruit via text or extend unsolicited employment offers. Additionally, a Riveron employee will never ask you to exchange money or purchase anything as part of the recruiting process.

ARTIFICIAL INTELLIGENCE (AI) TOOLS ARE USED TO SUPPORT THE HIRING PROCESS IN SCREENING, ASSESSING, AND/OR SELECTING APPLICANTS FOR THIS POSITION. THESE TOOLS ASSIST OUR RECRUITMENT TEAM BUT DO NOT REPLACE HUMAN JUDGMENT. FINAL HIRING DECISIONS ARE ULTIMATELY MADE BY HUMANS. IF YOU WOULD LIKE MORE INFORMATION ABOUT HOW YOUR DATA IS PROCESSED, PLEASE CONTACT US.