Administrative Assistant

Description

Position: Administrative Assistant  

Reports To: CEO 

Primary Function/Purpose

The Administrative Assistant will provide comprehensive support to the CEO, ensuring smooth operations and effective execution of both personal and professional tasks. This role requires a proactive and highly organized individual capable of multitasking, managing schedules, assisting with marketing initiatives, and providing administrative support across various functions.

Key Responsibilities:

Executive Assistant Duties:

· Manage and maintain the CEO's calendar, schedule meetings, and coordinate appointments.

· Prepare agendas, take minutes, and distribute notes for CEO’s meetings.

· Handle confidential information with discretion and professionalism.

· Organize travel arrangements, including flight bookings, hotel accommodations, and transportation for the CEO.

· Coordinate communication between the CEO and internal staff and external professionals.

· Ensure timely follow-ups on key actions and tasks arising from meetings.

Daily Touchpoint Meetings with CEO:

· Conduct daily check-in meetings with the CEO to discuss priorities, update schedules, and ensure all tasks are aligned with goals.

· Provide support in managing the CEO’s workload and adjusting schedules as needed for changing priorities.

Mail Processing (if applicable):

· Sort and distribute incoming mail, and ensure timely follow-up for any time-sensitive matters.

· Prepare outgoing mail, including packages and correspondence.

Receipts and Invoices Processing:

· Track, process, and file receipts for the CEO and other departments.

· Assist in processing invoices and ensuring timely payment for company expenses.

Bill Paying (if applicable):

· Manage bill paying spreadsheet

· Review credit card statements to ensure that bills auto drafted are accurate and up to date. 

· Pay bills as needed. 

Marketing Assistant Tasks:

· Support marketing team with research, drafting content, and coordinating marketing campaigns.

· Assist in maintaining social media schedules, preparing promotional materials, and tracking results.

Monitoring and Distributing Attendance at Meetings:

· Ensure proper attendance is tracked for all meetings and events.

· Distribute attendance records to relevant parties.

Developing Presentations for Quarterly Business Update Meetings:

· Collaborate with the CEO and relevant teams to create and design engaging presentations for quarterly business reviews.

· Organize materials, data, and insights to support the presentation content.

Managerial Calendar:

· Track the calendars of the management team, ensuring their appointments and tasks align with the CEO's priorities.

· Track the personal calendar of the CEO and manage the annual managerial task calendar. 

Tax Forms:

· Assist in tracking tax-related forms for the team and ensure timely submission.

Preparing, Reminding, and Supporting Company-Sponsored Events:

· Assist with planning, organizing, and hosting company events.

· Send out reminders for upcoming events and ensure team members have necessary details.

Preparing and Distributing Company Calendar:

· Maintain and update the company's monthly calendar with events, meetings, and important dates.

· Ensure accurate and timely distribution to all team members.

· Organize materials for crafts, organize, order and coordinate distribution. 

Company Minutes:

· Record and distribute meeting minutes for company-wide meetings, ensuring they are concise, accurate, and sent out promptly.

Additional Tasks as Needed:

· Provide additional administrative support to the CEO and management team as needed.

· Assist with ad-hoc projects or tasks that may arise throughout the year, contributing to the overall efficiency and success of the organization.

Qualifications:

· Proven experience as an administrative assistant or executive assistant, ideally supporting a CEO or senior management team.

· Strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.

· Excellent communication skills, both written and verbal.

· Proficiency in Microsoft Office Suite, Google Workspace, and other administrative tools.

· Strong interpersonal skills with the ability to maintain professionalism and discretion.

· Ability to work independently and as part of a team, while remaining flexible and adaptable.

· Previous experience with event coordination, calendar management, and handling confidential information is a plus.

IMO is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.