Executive Assistant

Responsibilities:

• Calendar Management: Schedule and manage appointments, meetings, and events for President & CEO and other executives, as required.
• Communication: Handle incoming and outgoing communications, including emails, phone calls, and correspondence.
• Travel Arrangements: Organize travel plans, including flights, accommodations, and itineraries.
• Document Preparation: Prepare reports, presentations, and other documents as needed.
• Meeting Coordination: Arrange and coordinate meetings, including preparing agendas and taking minutes.
• Office Management: Oversee office supplies, equipment for President & CEO.
• Confidentiality: Maintain confidentiality of sensitive information and documents.
• Project Assistance: Support executive with various projects and tasks as required.
• Expense Management: Track and manage expenses, including preparing expense reports.
• Relationship Management: Build and maintain relationships with internal and external stakeholders.

Goals:

• Efficiency Improvement: Streamline processes to improve efficiency and productivity.
• Effective Communication: Ensure clear and timely communication between executives and other parties.
• Time Management: Optimize the executive’s schedule to maximize productivity.
• Professional Development: Continuously improve skills and knowledge relevant to the role.
• Support Excellence: Provide high-quality support to executives, anticipating their needs and proactively addressing them.
• Relationship Building: Foster strong relationships with key stakeholders to facilitate smooth operations.
• Confidentiality Assurance: Maintain the highest level of confidentiality and integrity in handling sensitive information.
• Adaptability: Quickly adapt to changing priorities and demands.
• Problem Solving: Proactively identify and resolve issues that may arise.
• Goal Alignment: Align personal goals with the executive’s and organization’s objectives to ensure cohesive progress.
• Compliance: Maintain and organize compliance-related documents, including policies, procedures, and reports.

Required Skills & Competencies:

• Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain a well-organized workspace.
• Communication Skills: Strong verbal and written communication skills to interact with executives, colleagues, and external stakeholders.
• Time Management: Efficiently manage time and schedules, ensuring deadlines are met and appointments are kept.
• Attention to Detail: Meticulous attention to detail to ensure accuracy in tasks such as document preparation and data entry.
• Problem-Solving Skills: Ability to anticipate issues and find effective solutions quickly.
• Confidentiality: Maintain discretion and handle sensitive information with the utmost confidentiality.
• Technical Proficiency: Proficiency with office software (e.g., Microsoft Office Suite) and other relevant tools and technologies.
• Interpersonal Skills: Build and maintain positive relationships with internal and external contacts.
• Adaptability: Flexibility to adapt to changing priorities and demands in a fast-paced environment.
• Project Management: Ability to manage and support various projects, ensuring they are completed on time and within scope.
• Resourcefulness: Ability to find quick and clever ways to overcome difficulties.
• Professionalism: Maintain a high level of professionalism in all interactions and tasks.
• Bilingual English/German (preferred)

Work Environment:

Minimum Required Education:

Bachelor's degree (relevant experience can substitute for education)

Required Work Experience:

• 3 – 5 years of administrative experience
• Proficiency in Microsoft Office
• Proficiency in verbal and written English - German is considered a plus
• Preferred: 7+ years of Executive Assistant experience

Benefits:

Roto offers an attractive salary and benefits package:

• 401(k)
• 401(k) matching
• Employee assistance program
• Employee discount program
• Medical insurance
• Dental insurance
• Vision insurance
• Flexible spending account
• Health savings account
• Life insurance
• Short Term Disability insurance
• Voluntary Long Term Disability insurance
• Paid time off
• Paid Holidays

Pay Range:

The Pay Range for this position is between $25- $28 hourly. The actual pay range will depend on varying circumstances and individualized factors, such as job-related knowledge, skills, experience, and other objective business considerations. The pay range listed here has been provided to comply with local regulations and represents a potential hourly pay range for this role.