EXECUTIVE ADMINISTRATIVE ASSISTANT - Infinite Management Solutions, LLC

EXECUTIVE ADMINISTRATIVE ASSISTANT

Job Title: Executive Administrative Assistant 

Location: Dayton, OH  

Infinite Management Solutions, LLC is a woman and veteran owned business that focuses on delivering results by providing innovative solutions to challenge the status quo.  We have over 75 years of combined experience and are dedicated to solving complex business problems. Our staff embody Professionalism, Integrity, and Excellence while achieving each customer's desired outcome.  We consistently deliver high quality results on time and in the most cost-effective manner.  Our focus on continuous improvement and growth keeps us ahead of competitors.  We are professional problem solvers.  We improve the world of our customers and help them accelerate change by ensuring effective and flexible operations, streamlining processes, developing customer centric communications, and enabling data-driven decisions.

Job Summary:

Infinite Management Solutions (IMS), is looking for a dynamic, experienced Executive Administrative Assistant (EAA) to support our CEO and ensure the smooth functioning of our organization. The EAA will organize schedules, facilitate efficient communication, and a handle a variety of administrative tasks to enhance the CEO’s ability to focus on strategic leadership and company growth.

Responsibilities:

• Completes a broad variety of administrative tasks for the CEO including; managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office
• Communicates directly, and on behalf of the CEO, with staff (domestic and international)
• Serves as the primary point of contact along with screening and prioritizing communications
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Must be able to determine appropriate course of action, referral, or response
• Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
• Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Participates as an adjunct member of the Management Team including assisting in scheduling meetings and attending all meetings
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings
• Supports key strategic priorities and initiatives by supporting and completing initiatives and projects that may include data driven research, industry trends, and peer group comparisons through gathering and analyzing a variety of data
• Designs dashboards and other visualizations that help distill complex information into simple, presentation format
• Facilitates cross-divisional coordination of travel and outreach plans
• Performs other relevant duties as assigned

Required Skills:

• Excellent verbal and written communication skills
• Exceptional time management with proven success prioritizing tasks and meeting tight deadlines
• Outstanding customer service and knack for building rapport and maintaining relationships
• Highly developed organizational and planning skills with strong attention to detail
• Extremely discrete and committed to always maintaining appropriate confidentiality
• Track record of success working independently and with cross-functional team
• Elevated proficiency in Microsoft Office Apps (i.e., Word, Excel, PowerPoint, SharePoint)
• Familiarity with project management tools (i.e., Asana) highly preferred
• Willingness to learn and apply new technology

Qualifications:

• Minimum of 5 years full time experience in an Executive Assistant role for company CEO or C-suite executive
• Bachelor’s degree from an accredited college/university in business administration, marketing, or related field required, Master's preferred
• Meets U.S. citizenship and work eligibility requirements for federal contractors
• Must possess or be able to obtain a Department of Defense (DOD) Secret level clearance, if required 

Infinite Management Solutions, LLC (IMS) provides best in class Business Solutions and Strategic Planning Services. Our team has been at the forefront of strategy and technology for more than 50 years in the government and commercial industry. Today, our company provides Lean Six Sigma, Strategic Assessment, Executive Team Coaching, Continuous Process Improvement, Project Management, and Quality Assurance services to corporations, government, and not-for-profits. IMS partners with public and private sector clients to solve their most difficult challenges through a combination of staff-augmentation, program management, consulting, technology, systems engineering, and innovation. IMS’s dedication to excellence and our commitment to customer satisfaction is priority. We believe in our vision wholeheartedly and set an example for outstanding customer service. IMS was established on the core strength of “Professionalism, Integrity, Excellence, Diversity, and Community”.

Infinite Management Solutions, LLC is a Service-Disabled Veteran-Owned Small Business (SDVOSB) and 100% woman owned company and an equal opportunity / affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. We are also an equal opportunity employer of individuals with disabilities and protected veterans. We encourage Veterans to join our team.

Physical Requirements: While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to handle or feel objects, tools, or controls. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision. The employee must occasionally lift or move up to 25 pounds. Employee may be required to stand and walk for several hours performing various job-related duties.   

This position description reflects IMS's assignment of essential functions; nothing in this job description restricts the Company's latitude to assign or reassign duties and responsibilities to this job at any time.

• Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
• Please view Equal Employment Opportunity Posters provided by OFCCP here https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm

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