Executive Office Project Support Assistant

WHO YOU ARE - we seek out people who are ...

• Driven by an inner sense of purpose to impact others 
• Driven by a collaborative, whatever-it-takes, get-it-done mindset
• Driven by a commitment to excellence in their role 
• Are pro-active, innovative, and experts in their own unique areas

WHO WE ARE - at Caring for Family of Companies, a family-owned and family-focused organization, we’re cultivating a team of mission-focused, driven experts who embody our vision and culture of providing the highest caliber of customer service and support to the numerous Entities, Employees, and Clients that we serve. We are dedicated to creating an invigorating and purpose-filled work culture and valuable careers for every member of our team of leaders. Learn more about how we’re raising the bar in new ways at: https://www.youtube.com/watch?v=9RuitZ9CoKk. 

ROLE RESPONSIBILITIES:

In this role, you are dedicated to customer service, service, project management, data-keeping, and following highly-organized and detail-oriented processes. Your duties will include the following: 

• Serve as right hand support to C Suite Executives
• Answer phones pleasantly, greet guests, handle problem-solving, and take messages for the Company. 
• Sort, catalog, and distribute all incoming paperwork and mail to the appropriate parties.
• Ensure the Executive Leadership Team is prepared for meetings, trainings, conferences, and other events:
• Schedule, highlight, and remind the team of upcoming engagements.
• Prepare agendas, collateral information, and research materials.
• Catalog and bank all incoming data on project tracking boards and server
• Manage Company and Executive Team calendars.
• Plan Company meetings and events, including ordering food/beverage, organizing catering, invitations, meeting notes, and agendas.
• Handle travel bookings for out-of-town staff, including retreats, conferences, and summits.
• Prepare vendor and property evaluations, comparing vendors, products, and services.
• Manage licensing and contract documents for fulfillment.
• Manage and execute Company deadlines and revolving calendar tasks.
• Document and update the management of projects, including creating SOPs and How-To’s.
• Research and generate reports, evaluations, and comparisons for vendors, including utilization and cost analysis.
• Coordinate with the marketing department and agency to execute projects.
• Maintain a welcoming and tidy facility, including entrances, kitchens, and common areas.
• Coordinate with vendors to maintain the exterior and interior of the property, and assist with property design as directed.
• Oversee corporate ordering and shipping, including inventorying office supplies and approving orders.
• Oversee key handling, labeling, inventorying, and security of premises.
• Oversee Headquarters property needs, including facilitation of needs at offsite properties.  

Requirements

ROLE QUALIFICATIONS 

• Excellent verbal and written skills in English required. 
• Proficient in Excel, Microsoft Outlook, PowerPoint, and Word.
• Excellent attention to detail and ability to maintain accurate records. 
• Thorough knowledge of best practices for handling PHI as governed by HIPAA.
• Experience handling highly confidential and sensitive information. 
• Outstanding attention to detail, project management, documentation, organizational, and planning skills.
• Ability to take initiative and work independently. 
• Ability to work in a fast-paced team environment with a commitment to reach goals and meet deadlines.
• Exceptional time management abilities to meet deadlines and manage multiple tasks simultaneously. 
• Outstanding positive attitude with the ability to grasp and embrace the Company's overall goals and objectives and portray them to customers and staff. Able to work well with others in a collaborative and respectful manner.

EDUCATION AND EXPERIENCE 

• High School Diploma or equivalent required. 
• At least 2 years of experience in high level executive assistance, administrative support or project management roles.  

Benefits

COMPREHENSIVE WELLNESS PORTFOLIO - In your role with Caring for Family of Companies, you’re responsible for upholding, executing, and supporting our mission.  As such, it is our honor to support you with: 

• Employee Assistance Program - including free mental health