Executive Administrator/Office Assistant

We are looking for an Executive Administrator/Office Assistant to support senior leadership of Gold’s Gym: an iconic and innovative pioneer of the fitness industry. This position will provide administrative support directly to our Co-CEOs. This role will independently perform a wide range of complex and confidential administrative duties. Functions include general office administration and a variety of duties including customer service, executive team coordination, franchisee communications and assistance with events.

 

· Assists the Co-CEOs with administrative tasks as required during the workday.

· Makes appointments and maintains calendars, schedules and arranges for meetings and makes extensive travel arrangements.

· Maintains and submits all expense reports for Co-CEOs.

· Maintains a digital filing system for records, reports and other documents.

· Transcribe, compose and prepare concise drafts of Senior Management meetings.

· Receives and screens visitor telephone calls and e-mails providing information and resolving complaints, which regularly require the use of good judgment and the interpretation of company policies and procedures.

· Assists events team with planning, logistics and on-site coordination of internal and external company events.

· Provides assistance and information to outside public.

· Researches, compiles and summarizes a variety of informational or statistical materials to create reports for the executive.

· Opens and reads the incoming mail for executive team and then prepares outgoing mail when necessary.

· Handles and processes sensitive company information and materials, exercising discretion and confidentiality.

· Provides general administrative support for special projects and initiatives as directed by executive leadership.

· Initiates correspondence independently for own signature or by appropriate management staff; reviews finished materials for completeness, accuracy, and format, compliance with policies and procedures.

· Organizes meetings by notifying participants, making room arrangements, preparing agendas and required informational materials; may attend such meetings, prepare minutes or report the outcome of such meetings.

· Organizes own work, sets priorities and meets critical deadlines; ensures that such deadlines are met by other staff.

· Orders office supplies and break room supplies for the office.

· Coordinates maintenance requests with building management.

Qualifications

· College degree preferred with some corporate office experience desired.

· Equivalent to completion of two years of college course work in business, office administration, management, or a field directly related to executive assistant work.

· Experience in dealing with other senior level managers as a company executive team is desirable.

· Four years of direct executive assistant experience, this has included providing office and administrative support to upper level management staff.

· Use tact, discretion, initiative and independent judgment within established guidelines.

· Able to analyze and resolve office administrative situations and problems.

· Compose correspondence independently or from brief instructions.

· Establish and maintain effective working relationships with those contacted in the course of the work.

· Organize work, set priorities, meet critical deadlines, and follow up assignments with a minimum of direction.

· Proficiency in MSOffice suite, including Word, PowerPoint, Excel and Visio.

· Respond to requests and inquiries from Franchisees and the public.

· Understand and follow oral and written directions from an executive.

· Communicate clearly and concisely, both orally and in writing.