Executive Administrative Assistant Job at WaveLink Inc in Huntsville

WaveLink Overview:

WaveLink, Inc. (WLI) is an expanding, woman-owned small business based in Huntsville, Alabama, providing systems integration, aviation engineering, systems/software engineering, acquisition management, and cybersecurity expertise to the U.S. Army, Air Force, and Navy. WLI currently has a position available for:

Job Description:

• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries. Ensure all guests sign in and out.
• Maintains assigned work area(s) (lobby, outer office, conference room, kitchen, etc.) in high state of order and appearance; recommends improvements.
• Maintains customer confidence and protects operations by keeping information confidential and using appropriate discretion.
• Completes all projects as assigned, interacting with other staff members as required for such purposes; follows up as necessary.
• Prepares reports including executive expense reports, by collecting and analyzing information.
• Supports HR and Marketing with content for company newsletter, website and social media.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions. Assist with printing, copying, scanning.
• Maintains and anticipates all office supplies needs: office, kitchen, stamps. Places and expedites orders for supplies; verifies receipt of supplies. Keeps supply inventories in order. Evaluates new office products.
• POC for office maintenance requests; interfacing with vendors and service providers for computer service requests, building maintenance requests, print management, copier and printer service etc.
• Represents the executive team as required by attending meetings in their absence; able to speak for the executive(s) when tasked to do so.
• Maintains supported executives' appointment schedules by planning and scheduling meetings, conferences, teleconferences, company events and travel.
• Conserves supported executives' time by reading, researching, and routing correspondence; filtering and prioritizing emails, drafting letters and documents; collecting and analyzing data; initiating telecommunications.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. Be able to create PowerPoint presentation, use excel, accurately maintain mailing lists and print labels, create flyers and invitations
• Daily mail pickup and distribution
• Maintains executive and corporate office calendars: conference room, etc.
• Pick up and deliver items for executive management
• Supports members of Executive Team and Business Operations Team as required
• Mail out company birthday cards monthly
• Place orders for flowers/gifts for employees as necessary
• Supports office staff with filing, records keeping, data entry
• Organize and coordinate meetings and company events: Annual and quarterly employee events: Set up vendors, caterer, meet with all vendors, purchase and set up decorations, set up on day of event, send out correspondence/invitations to employees.
• Run company errands as necessary
• Contributes to team effort by accomplishing actions as needed.

Required Skills:

• Administrative writing skills, proofreading, reporting skills, filing, storage management, supply management, scheduling and maintaining calendars, office 365 proficiency, organization and time management skills, presentation skills, travel logistics, verbal communication via telephone and in-person.
• Military Veterans encouraged to apply.
• Marketing experience preferred but not required.

Clearance Level: Must be a U.S. citizen

WLI provides a comprehensive benefit package, with competitive salaries in a proactive, employee-oriented work environment.