Executive Assistant to the CEO

  • Full-time

Company Description

 

customedialabs is a digital transformation agency that helps businesses thrive in a digital world. With boundless thinking and revolutionary technology, we radically and relentlessly improve the power of brands to engage, delight, and serve their audiences.

We are a team of scientists, adventurers, artists, and revolutionaries. We are here because our natures compel us to challenge, disrupt, and reinvent. We believe geographic, technological, and creative boundaries were made to be broken. We are on a journey to a wondrous new world. And we would like you to join us.

customedialabs has offices in North America and Europe.
 

Job Description

 

customedialabs is seeking an energetic, organized, creative and technologically savvy administrative assistant to join our team. 

 

Executive Support

Assist with correspondence / communications / presentations and other documents

Manage Executive Team’s Schedules / Appointments / Travel

Arrange & Coordinate Meetings and Events

Record / Transcribe / Distribute Meeting Minutes

Liaise with internal staff of all levels

Research / Collect / Record data

Report / Document

File & Retrieve Physical & Digital Documents

Review / Improve Operating Practices

Finance

Banking

Monitor / Manage / Deposit

Pay Bills

Payroll

Commission

Expenses

Procurement

Sales & Marketing

Point-of-contact for incoming leads

Event Coordinator (Exhibits & Conferences)

Manage data through SaaS solution

Schedule demos and meetings

Travel may be required

Human Resources

Researching / Interviewing / Hiring

Onboarding

Time Off / Payroll / Insurance

Supervise / Coach / Train

Terminating

Off-boarding

Office Management

Receive / Interact / Host Visitors

Answer / Manage / Distribute Incoming Calls

Order Office Supplies

Office Organization / Cleanliness / Maintenance

Qualifications

Written Expression

An administrative assistant needs skills in standard written English and, in some organizations, business English.  Good writing skills will improve the quality of correspondence, emails and memos and enable them with proofreading important documents.

Time Management

An administrative assistant must manage their own time and the time of their boss well. They use an electronic calendar in an Microsoft O365 to set meetings for their boss, to request others to attend and to coordinate their responses. They respond to requests for their boss' attendance at meetings.

Technical Oversight

An office environment has many kinds of equipment and property that an assistant uses or manages. The Admin orders office supplies and repairs to equipment to keep the office well-equipped and stocked for the staff.

Management

The administrative assistant needs management skills because they direct the actions of others and recommend corrections for better performance. An example is a busy executive's office in which an assistant manages all clerical personnel and handles requests from other staff members, such as time-off requests. 

Problem-Solving Skills

A busy assistant solves problems such as how to change the boss' schedule when unexpected obligations turn up. They also troubleshoot conflicts among office personnel and works with vendors to ensure that orders are fulfilled as requested, invoices are paid and refunds or exchanges are processed.

Planning Skills

An administrative assistant uses planning skills to create administrative and office procedures, such as establishing a procedure for employees to call in sick. They ensures the boss has sufficient resources at his disposal to complete projects on time.

Confidentiality 

The administrative assistant will handle sensitive material such as HR data and client documents.  The admin will hold the confidential information in strict confidence and shall exercise a reasonable degree of care to prevent disclose to others.  

 

Additional Information

All your information will be kept confidential according to EEO guidelines.