Executive Administrative Assistant Job at iMethods in Jacksonville

Reporting Structure

This position will report directly to our Strategic Account Executive.

The Work

The Executive Administrative Assistant for the Strategic Account Executive helps to facilitate a smooth and efficient operation of the Client Results team by performing a variety of clerical and administrative tasks. This role requires a highly organized, proactive, and adaptable individual who can prioritize tasks, handle multiple responsibilities, and contribute to a positive and collaborative work environment. The Executive Administrative Assistant is an exempt role based in Jacksonville, FL and will report to the Strategic Account Executive.

Key Responsibilities will include:

• Assist with team huddles, Bullhorn workflow documentation, etc.
• Assist with arranging interviews, coordinating schedules with clients and candidates.
• Prepare various reports detailing the administrative information handled by the position.
• Provide program support as needed such as reporting, tracking, updates, etc.
• Manage internal and external communications, including phone calls, emails, and mail, maintaining the 24-hour rule.
• Draft, proofread, and edit documents such as presentations, reports and emails.
• Serve as the primary contact for the Strategic Account Executive to client(s) and internal stakeholders while they are traveling or out of the office.
• Coordinate and schedule travel, meetings, and appointments.
• Update and maintain calendars and schedules.
• Assist in managing client relationships by responding to inquiries, coordinating meetings, and facilitating communication between assigned Account Executives and clients.
• Support Strategic Account Executive with Rad Genny and client-related gifting efforts.
• Partner with Strategic Account Executive, Delivery and HR to plan and execute go-live projects.
• Attend, coordinate and collaborate with the Quality & Experience department regarding client and consultant events, onsite events and virtual events.
• Maintain and update Bullhorn as needed ensuring accuracy of information, activities and contacts.
• Track, verify, and audit documents and information including but not limited to Weekly Status Reports, Hour Reports, Statement of Work (SOW), etc.
• Exercise discretion and sound judgment with sensitive information, maintaining confidentiality with proprietary information.
• Create and maintain filing systems, both electronic and physical, and spreadsheets for reporting.
• Performs other related duties as assigned.

Were Looking for Someone Who:

• Exceptional oral and written communication skills
• Ability to make independent decisions on a daily basis, addressing the best way to handle specific tasks.
• Ability to analyze information, make objective decisions, and solve problems.
• Strong attention to detail and ability to identify errors, inconsistencies or opportunities for improvement.
• Strong proficiency in MS Excel and other spreadsheet solutions.
• Proficient in MS Office (Outlook, Excel, MS Word, and MS PowerPoint, in particular).
• Impeccable attention to detail with a resourceful mindset.
• Proactive approach to situations and problem solving.
• Ability to anticipate needs and think quickly.
• Aptitude for numbers and exceptional commitment to accuracy.
• Outstanding time management skills with the ability to multi-task and prioritize workloads.
• Strong organizational skills
• Friendly and outgoing personality with a desire and willingness to serve.

Required Education and Work Experience:

• Bachelors degree or equivalent experience required.
• Proven experience as an executive administrative assistant or similar role, preferably in a sales or business environment required
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with Bullhorn and/or other Applicant Tracking System (ATS) preferred.

Compensation

• Competitive base salary and bonus.
• Generous incentive program.
• Generous health benefits.
• Generous vacation, holiday and family leave policies.