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    Executive Assistant - Birmingham, United States - Trillion Communications Corp

    Trillion Communications Corp
    Trillion Communications Corp Birmingham, United States

    4 weeks ago

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    Description

    The Executive Assistant will provide high-level administrative support to our C-suite executives while also managing projects. This role requires exceptional organizational skills, attention to detail, and he ability to handle multiple tasks simultaneously. The ideal candidate will possess a combination of project management skills and leadership experience, enabling them to effectively support the executive team across various functions.

    Duties and Responsibilities

    Executive/Business Support

    • Coordinate a wide-range of activities that support the entire Executive Team
    • Assist in planning and executing special events, fundraisers, and promotional activities in collaboration with the executive tea
    • Perform confidential, clerical and administrative functions
    • Screen and manage incoming emails, correspondences, and calls, prioritizing and responding on behalf of the executives when appropriate
    • Draft, prepare, coordinate and review executive-level presentations, reports, and correspondence
    • Completing/preparing expense reports
    • Coordinate and manage the executives' daily calendar, scheduling appointments, meetings, and events efficiently to optimize their time
    • Anticipate and resolve scheduling conflicts and keep executives informed of any changes promptly
    • Managed and replenish office supplies and materials
    • Conduct research and compile data to support executive decision-making and strategic planning
    • Data-entry: pulling and up update financial reports/databases
    • Support A/P with vendor inquiries (as needed)
    • Prepare meeting materials, agendas, and presentations, ensuring executives are well-prepared for all engagements
    • Attend meetings, take accurate minutes, and follow-up on action items to ensure timely completion

    Travel and Logistics

    • Arrange all travel arrangements, including flights, accommodations, transportation, and itineraries for trips and conferences.
    • Composing and preparing correspondence; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings

    Communication and Coordination:

    • Screen and manage incoming emails, correspondence, and calls, prioritizing and responding on behalf of the executives when appropriate
    • Draft, prepare, coordinate and review executive-level presentations, reports, and correspondence.

    Personal Support

    • Managed personal appointments, reservations, and other commitments
    • Handle personal correspondence and maintain confidentiality
    • Assist with personal errands, such as scheduling appointments, travel, support community volunteer/board activities
    • Coordinate family events, travel, and other personal arrangements
    • Act as a liaison between the executive and household staff, as needed
    • Provide support for personal project and initiatives as requested

    Confidentiality and Discretion:


    • Handle sensitive and confidential information with utmost discretion and professionalism

    Miscellaneous Support:

    • Provide general administrative support, including organizing documents and filing; submitting expense reports, places orders for supplies and equipment, tracks orders and reconciles; support onboarding process.
    • Processing and updating financial records utilizing Microsoft GP (Great Plains)

    Qualifications

    • Bachelor's degree or equivalent experience is preferred
    • Proficient in Microsoft Office suite
    • Experience in managing multiple priorities, administrative coordination, and logistics
    • Well-organized, detail-oriented, ability to multi-task with great follow-up skills
    • Strong written and verbal communication skills
    • Strong Analytical Skills
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