Executive Administrative Assistant Job at Integrated Talent Strategies (ITS) in

Integrated Talent Strategies (ITS) is seeking an Executive Assistant to work near the Toledo area. This position offers a variety of great benefits, including health insurance, 401(k), and paid time off.

Job Summary

The Executive Assistant plays a crucial role in supporting the day-to-day operations of our member association. This position supports the President and CEO and involves a variety of administrative tasks, including light accounts receivable bookkeeping, managing mail and supplies, directing phone calls, and assisting senior leaders with various tasks. The ideal candidate will be highly organized, detail-oriented, and proficient in Microsoft Office Suite, with strong keyboarding skills.

Key Responsibilities

• Support for President and CEO
• Provide comprehensive administrative support to the CEO, including managing their calendar, scheduling meetings, and making travel arrangements.
• Prepare and organize materials for meetings, including agendas, presentations, and reports, ensuring the CEO is well-prepared for discussions.
• Draft and proofread correspondence and documents on behalf of the CEO, ensuring clarity and professionalism.
• Serve as a liaison between the CEO and other staff, board members, and external stakeholders, maintaining effective communication and relationships.
• Communication Management:
• Answer and direct phone calls professionally and courteously, addressing inquiries or routing calls to the appropriate personnel.
• Draft, proofread, and send correspondence on behalf of senior leaders as needed.
• Assistance to Operations Manager & Senior Leadership
• Provide administrative support to the operation manager, including calendar management, meeting scheduling, and travel arrangements.
• Assist with project coordination and other tasks as requested by senior leadership.
• Meeting Management
• Meeting logistics, including room setup, equipment arrangements, and materials preparation.
• Track attendance at meetings and maintain records for follow-up and accountability.
• Prepare and distribute meeting agendas, minutes, and follow-up action items to ensure effective communication and follow-through.
• Data Management
• Maintain and update databases, ensuring accurate and timely information is available for reporting and analysis.
• Assist with the preparation of reports and presentations as needed.
• Office Organization
• Help maintain an organized office environment, including filing documents and managing office equipment.
• Support the overall administrative needs of the office to enhance efficiency and productivity.

Qualifications

• High school diploma or equivalent; associate degree or higher preferred.
• 3+ years of experience in an advanced administrative support role, preferably within a nonprofit or member association.
• 3+ years of experience in a direct customer service role.
• Basic knowledge of accounts receivable processes and bookkeeping practices.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong keyboarding skills, with a minimum speed of 40 words per minute.
• Excellent communication skills, both written and verbal.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Attention to detail and a proactive approach to problem-solving.
• Ability to perform light accounts receivable bookkeeping, invoicing, payment tracking, and basic financial reporting; manage incoming and outgoing mail, ensuring timely distribution to appropriate staff members; order and maintain office supplies, ensuring the office is well-stocked and organized.

About Integrated Talent Strategies (ITS)

ITS is an international recruiting and staffing firm specializing in Engineering, Technical, and Professional positions. Founded in 1984 as a subsidiary of an engineering firm, ITS continues to be a strategic partner for job seekers.

Our clients include some of the largest and most respected architectural, engineering, and manufacturing companies in business today. Our ability to offer a wide range of services, and the flexibility to adjust to the changing needs of our clients, has allowed us to maintain a solid reputation for several decades.

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