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Company Name : SQUIRE
Location : Orem, UT 84097
Position : Executive Assistant to CEO
Job Description : Executive Assistant to CEODepartment: AdministrationLocation: Orem, UtahJob Hours: FT: M-F 8 am -5 pm, some flexibility; hours may vary as influenced by projects/busier times of the yearCompensation: Based on experienceEducation: Bachelor’s degree preferred, or some formal education plus on the job experienceBenefits: Health Insurance, paid time off, training. Learn more at www.squire.com/benefitsExperience: Minimum of 3 years of Administrative Assistant experience (Executive Assistant experience a plus)Job Summary: The Executive Assistant (EA) provides a variety of important administrative, project management and other support services to executive management. Primary duties will require the exercise of discretion and independent judgment with respect to matters of significance. This individual will represent the executives when interfacing with external and internal clients, potential clients and vendors. The EA will also serve as a facilitator to coordinate deadlines, resolve issues directly or through others, to ensure projects are completed in a timely manner in high pressure situations. Work hours will need to be adapted and/or extended to meet project deadlines. The EA must be highly skilled, detail oriented, problem solver, team player and be able to follow instructions and ask questions.Essential Job Functions: Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including;assisting with special projectsdesigning and producing complex documents, reports, and presentationscollecting and preparing information for meetings with staff and outside partiescomposing and preparing correspondencemaintaining contact lists; and managing open items and reminders for the CEO and others on the Firm Administration Team as assignedWork closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the workplace environment and keeping the CEO updated. Anticipate the CEO’s needs in advance of meetings, conferences, etc.Provide a “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.Provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagementsOrganize meetings, including scheduling, setting up audio/visual equipment, sending reminders, and organizing catering when necessaryAct as a liaison and provide support to the Executive Committee and Partner Group; arrange and handle logistics for Executive Committee & Partner meetings and events: schedule meetings; draft agendas; assist in gathering, compiling, and distributing presentation materials as assignedAdminister and assist in managing internal projects by following up with responsible parties, managing deadlines and providing support to other staffAbility to manage & complete multiple projects in a timely manner in high pressure situationsAssist with the planning and execution of firm events and functions as neededWork with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.Provide support to the HR department as neededCoordinate and plan travel arrangements; coordinate and plan for conferences, meetings and eventsIndependently compose correspondence and prepare presentations from general information or instructionsFormat and edit letters, reports, and all other correspondence from draft stage to client-ready work; adhere to record retention policies and proceduresIdentify and develop relationships with key internal/external client contacts; assist with marketing the firm and gain recognition as a business partner/resourceServe as the primary point of contact for internal and external constituencies on matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.Maintain confidence and protect operations by keeping information confidentialAnswer phone calls and emails in a polite and professional mannerOther responsibilities as assigned by the firmQualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.Ability to prioritize, multitask, work under pressure and handle interruptions while maintaining flexibility in work assignmentsWork requires independent judgment and initiative on assignments that are time sensitive in nature.Able to independently perform all the duties of the position efficiently and effectivelyComfortable providing and receiving feedbackShould be proactive in anticipating the needs of management.Ability to work well with diverse personalities; tactful, mature, and flexibleAbility to be flexible and adjust to changing priorities and needsAbility to make tough decisions and follow through on themAbility to establish credibility and be decisive, but able to recognize and support the partnership’s preferences and prioritiesRelies on experiences and judgment to plan and accomplish goalsOutstanding project management and organizational skillsOutstanding verbal and written communication skillsAbility to understand technical informationAbility to draft reports, verify accuracy, and present informationRequired Education and Experience: · Bachelor’s or Associate’s degree preferred· 3+ years’ experience in office administration, financial field, or human resources· 1+ years of experience supervising and managing personnel is a plus· Strong proficiency in Microsoft Office 365 programs including Excel· General accounting and financial knowledge are helpful*Please be aware that if you are offered a position of employment with us, we conduct a background screening and credit check.Job Type: Full-timeBenefits:401(k)Dental insuranceEmployee assistance programFlexible scheduleHealth insurancePaid time offVision insuranceSchedule:Monday to FridayEducation:Bachelor’s (Preferred)Experience:Administrative: 3 years (Preferred)Work Location: One location
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