Executive Assistant

Department: Administrative

Employment Type: Full Time

Location: Wichita, KS

Compensation: $55,000 - $65,000 / year

Description

Founded in 2001, ACT’s growth strategy has been to earn the trust of customers’ one job at a time. The company currently has a client base of more than 8,000 properties and a network of more than 300 certified first responders, along with one of the largest inventories of drying equipment in the U.S. ACT’s mission is to provide disaster planning, response and recovery. The company is dedicated to serving their clients with a proactive approach to any and all disasters, aiming to minimize business interruption. ACT utilizes state-of-the-art technologies along with a heartfelt compassion for those affected by disaster. For more information, visit www.actcat.com.

Summary

The Executive Assistant provides comprehensive administrative support and manages a wide range of executive-level tasks to facilitate the smooth operation for the C Suite Level. This role requires exceptional organizational, communication, and problem-solving skills, as well as the ability to maintain confidentiality and work effectively in a fast-paced environment.  The Executive Assistant will act as a trusted partner, ensuring efficient coordination and execution of all responsibilities.  This is an excellent opportunity to join a growing company with competitive compensation.

Key Responsibilities

• Calendar Management: Maintain the schedule, coordinate appointments, meetings, and travel arrangements, ensuring optimal time management and minimal conflicts.
• Communication Management: Handle all incoming and outgoing communications, including emails, calls, and written correspondence. Respond promptly to inquiries or direct them to the appropriate parties.
• Meeting Coordination: Arrange and organize meetings, conferences, and events. Prepare agendas, collate necessary documents, and take meeting minutes as required.
• Information Management: Maintain an organized filing system, both physical and electronic, for important documents, reports, and records related to C Suite Level activities.
• Travel Arrangements: Coordinate domestic and international travel arrangements for the C Suite Level and other accompanying personnel, including flights, accommodations, visas, and ground transportation.
• Office Operations: Oversee the day-to-day operations of the office, ensuring a professional and welcoming atmosphere. Manage office supplies, equipment, and vendor relationships as needed.
• Liaison and Networking: Represent the office with internal and external stakeholders, fostering positive relationships and promoting the C Suite initiatives.
• Confidentiality and Discretion: Handle sensitive and confidential information with the utmost discretion, always maintaining a high level of professionalism.
• Project Support: Assist in the execution and tracking of special projects, initiatives, or events under the purview.
•  Research and Analysis: Conduct research and compile data on various topics, preparing briefs and reports to support the C Suite decision-making process.
•  Financial Administration: Assist with financial tasks, such as expense reporting, budget tracking, and invoice processing.
•  Team Collaboration: Work closely with other executives and administrative staff to ensure seamless communication and collaboration across the organization.

Skills, Knowledge and Expertise

• 5-7 years of direct experience 
• Bachelor’s degree in business administration, Communications, or a related field is preferred.
• Proven experience as an Executive Assistant or in a similar high-level administrative role, supporting senior executives or C-level personnel.
• Excellent written and verbal communication skills, with the ability to draft professional correspondence and handle complex communication on behalf of the President.
• Strong organizational skills and the ability to multitask, prioritize, and meet tight deadlines in a dynamic environment.
• Proficiency in using office software and productivity tools, including Microsoft Office Suite and calendar management software.
• Discretion and confidentiality are paramount; must exercise the highest level of professionalism and integrity in handling sensitive information.
• Strong problem-solving abilities and resourcefulness to address challenges and find efficient solutions.
• Flexibility and adapt