Executive Secretary at Vitis Energy, LLC

Job Summary:

Administrative Assistant / Receptionist will work closely with onsite staff to support all administrative activities including opening and closing offices, greeting office guests, provide multi-line telephone coverage, data entry & expense report processing, with a specialized focus on marketing support. Qualified candidates will be very organized, detail oriented, creative, possess excellent communication, writing, design, and computer skills, and be able to multi- task and prioritize with minimal supervision. Must be willing to support occasional events or meetings outside normal business hours.

*Local Candidates Only*

Duties/Responsibilities (including, but not limited to):

Clerical and Operations Support:

· Display superior interpersonal skills including courtesy, professionalism, and a cooperative attitude

· Prepare documents, letters, and presentations

· Provide multi-line telephone coverage

· Order office supplies and maintain organization of common areas

· Restock food and beverage items

· Research information from internal and external sources

· Provide support with travel planning, and meetings

· Establish and maintain relationships and contracts with travel vendors

· Assist with gathering staff expense report documentation

· Support all staff in timekeeping processes and records

· Accounting data entry

· Support all business departments in special projects

· Mail collection and distribution

· Maintain office equipment

Marketing Support:

· Website management and design updates

· Media research

· Social Media Posts

· Distribution of internal weekly publications

Admin Assistant / Receptionist - Required Skills/Experience:

· 3+ years of experience providing administrative support

· Demonstrate high proficiency in MS Office (Word, Excel, Outlook, PowerPoint, etc.)

· Demonstrate high level of professionalism and business etiquette

· Ability to create high quality work products and deliverables with minimal supervision

· Experience in Concur, Canva, MS Business Central, WordPress

· Basic understanding of IT and help desk items

· Understanding of Microsoft Power Automate a plus

· Thrives in fast pace collaborative work environment

· Requirement to protect & safeguard confidential and proprietary information

· Social media experience including planning and managing content in a corporate setting

Physical Requirements:

· Prolonged periods of sitting at a desk and working on a computer

· Must be able to frequently lift or move items up to 20 pounds

Recruiting Agencies:

We value your interest in our organization. However, we must insist that you avoid direct contact with our employees. Our company has stringent policies concerning engagements with recruitment firms, and non-compliance with these guidelines could lead to legal consequences. Thank you for respecting our procedures and ensuring a professional relationship.

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