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Operations Team Executive Assistant

Job Description:

NeoMatrix Inc is looking for an experienced Executive Assistant to support the administrative needs of the Operations Leadership team. The primary responsibilities of this position are to provide administrative assistance with report creation and data analysis, managing calendars, scheduling of meetings with internal and external partners, as well as assisting with time-sensitive projects. Additionally, the successful candidate must be able to interact professionally with all levels and functions within the company, as well as external partners.

This is a full time position reporting directly to the Vice President of Operations.

Responsibilities for this role include:

  • Provide high level administrative support for the Operations Leadership Team, requiring discretion, confidentiality, and knowledge of the organization polices
  • Generate reports from multiple data sources to provide the team with data and relevant information as needed
  • Manage the email accounts and calendars of supported staff to schedule their appointments and answer or redirect inquiries from internal or external sources
  • Schedule meetings, both internally and with external partners
  • Help track team projects and communications with clients
  • Manage users, user access, and licenses for various software systems
  • Create presentations and agendas for meetings
  • Book travel – national and international
  • File internal expense reports for the leadership team
  • Digitize documents and receipts and store them in an online storage system
  • Collaborate with other administrative teams to maintain smooth office operations
  • Prepare for and setup booths/displays for trade shows and job fairs
  • Run errands and carry out special requests
  • Other projects and duties as assigned

Job Requirements

  • Tech savvy with the ability to quickly learn new tools and techniques
  • Ability to read, organize, and analyze data sets and provide recommendations to the team to better support operations
  • Better at Microsoft Office products that those you are assisting, especially Excel (charts, pivot charts, v-lookup, sumifs, etc.), Word, and PowerPoint
  • Ability to work in a fast paced dynamic environment
  • Ability to keep track of and organize numerous and varied time sensitive tasks and concurrently deal with frequent urgent situations requiring immediate decision and action
  • Ability to quickly learn industry terminology, and gain strong business acumen to assist the team in understanding communications and prioritization
  • Strong communication skills: interpersonal, oral and written
  • Must be able to work with all levels of associates and management within the organization
  • Experience with Smartsheet is a plus
  • Valid driver's license and reliable vehicle a must

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