POSITION SUMMARY: 

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NEW HEIGHTS BMC MEDIA guides brands, businesses, agencies and start-ups through the concept and development of user-friendly advertising & marketing products, promotions, and strategies that highlight the uniqueness of each brand’s proposition.

EXECUTIVE ASSISTANT

The Executive Assistant manages calendars, organizes meetings, welcomes visitors, accept phone calls, take messages, and handle all travel arrangements for the executive staff. Although the role is similar to that of a secretary, administrative assistant, or personal assistant, the Executive Assistant has more responsibilities and confidential duties – working exclusively with executives.

The Executive Assistant handles all clerical tasks for C-level executives and prioritizes correspondence, allowing them to focus on daily responsibilities and higher-level decision-making. S/he also serves as a liaison between the executives and the rest of the staff – contributing to better organization, planning, and helping the company’s executive leaders be more effective in their roles.

The Executive Assistant is responsible for more than just administrative duties. S/he also filters phone calls, prioritizes client visits, and manages schedules for the team of executives, as well as communicating on behalf of entire executive staff.

ESSENTIAL FUNCTIONS (MAJOR DUTIES & RESPONSIBILITIES):

The initial staff is expected to assume multiple roles while undertaking multiple responsibilities. Your duties may include:

• Organizing all executive staff files
• Creating and maintaining filing systems – both electronic and physical
• Performing minor accounting and bookkeeping duties
• Preparing and tracking various company invoices
• Preparing executive communications such as emails, reports, drafting memos, and other correspondence
• Writing and editing executive documents, including letters, reports, and instructional documents
• Using various software, including word processing, spreadsheets, and presentation software to prepare reports and projects
• Assuring that all company records are preserved, maintaining comprehensive, accurate reports and corporate documents
• Sending out companywide memos from the executive staff
• Managing all executive team day-to-day calendars, prioritizing the most sensitive matters
• Scheduling, coordinating, setting-up, and implementing all executive staff meetings
• Sending out meeting announcements and agendas
• Scheduling and confirming all executive staff appointments
• Scheduling, coordinating, and confirming all outside meetings for executive staff
• Organizing in-house meetings, including sending reminders, and organizing catering when necessary
• Keeping records of all executive actions, including overseeing the taking of minutes in all general and executive meetings
• Coordinating and maintaining all executive staff training schedules
• Making executive staff travel arrangements and generating trip itineraries
• Ordering, logging, restocking, and maintaining all executive staff office supplies
• Interacting with others on behalf of the executive team – from clients to other corporate CEOs
• Answering incoming phone calls in a polite and professional manner and accurately taking messages
• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
• Respecting and maintaining the confidentiality and integrity of NEW HEIGHTS BMC.
• Complying with and adhering to all NEW HEIGHTS BMC policies and procedures.

PREFERRED SKILLS AND QUALIFICATIONS

• Excellent time management and ability to meet deadlines
• 2-3 years of administrative assistant experience
• Excellent verbal and written communication skills
• Strong organizational skills and ability to multitask
• Problem-solving and strong decision-making skills
• Ability to act as gatekeeper and escalate relevant information to executives as needed
• Skilled in the use of standard office equipment (e.g., copiers, business telephone systems, projectors, fax machines).
• Ability to work effectively with minimal supervision
• Strong interpersonal skills
• Ability to treat confidential information with appropriate discretion
• Exceptional attention to detail
• Familiarity with Microsoft Office Suite

CRITICAL SKILLS

Writing: Spelling, punctuation, sentence structure and writing are all essential competences.

Writing Styles: Must be proficient in a variety of styles including professional, technical, educational, and creative.

Decision-making: Expected to make independent decisions daily, addressing the best way to handle specific tasks. Communications and Collaboration: Must collaborate with other administrators, support personnel, management, and clients. Organizational Skills: Organization is an essential element, must know how to keep self and executive staff organized.

Prioritization Skills: Must be able to understand which position rank and which tasks are the most important on any given list.

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