Executive Assistant #0111324

### **Executive Assistant – Fast-Paced, Quick Learner, and Adaptable**
**Position Type**: Full-Time
**Company**: Rig Fab

#### **About Rig Fab**
Rig Fab is a leader in supplier development consultancy, providing critical support to drive operational efficiency and business growth. We are seeking an **Executive Assistant** who thrives in a fast-paced environment, learns quickly, and adapts seamlessly to changing priorities. This role involves supporting our executive team by managing schedules, coordinating meetings, handling sensitive information, and ensuring efficient day-to-day operations.

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### **Job Overview**
The **Executive Assistant** will provide high-level administrative support to Rig Fab’s executive team, acting as a strategic partner to ensure operational effectiveness. This role requires a proactive, organized, and adaptable professional who can handle diverse responsibilities in a fast-moving environment. The ideal candidate will be detail-oriented, highly communicative, and able to juggle multiple tasks with a sense of urgency.

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### **Key Responsibilities**

- **Calendar and Schedule Management**
- Manage complex executive calendars, scheduling appointments, meetings, and travel arrangements with efficiency.
- Prioritize and adjust schedules based on changing priorities, ensuring timely and organized execution of daily tasks.
- Anticipate scheduling conflicts and resolve them proactively to optimize executive time.

- **Meeting Coordination and Preparation**
- Coordinate and prepare for meetings, including gathering and organizing necessary documents, creating agendas, and setting up audio/visual equipment.
- Take meeting minutes, document action items, and ensure follow-up on key deliverables.

- **Travel Arrangements**
- Plan and organize detailed travel itineraries, including flights, accommodations, transportation, and meal arrangements.
- Manage last-minute changes to travel plans with a calm and resourceful approach, ensuring minimal disruption to schedules.

- **Communication Management**
- Act as the first point of contact for internal and external communications, handling inquiries, emails, and calls with professionalism.
- Draft, proofread, and edit emails, reports, and other communications on behalf of executives.
- Ensure timely responses to important messages and prioritize communication based on urgency.

- **Project Support and Coordination**
- Assist in managing special projects, coordinating timelines, and ensuring project milestones are met.
- Conduct research, prepare reports, and provide data to support executive decision-making.
- Adapt quickly to new projects, learning requirements and objectives rapidly to provide effective support.

- **Document and File Management**
- Organize and maintain electronic and physical files, ensuring information is accessible and secure.
- Prepare presentations, spreadsheets, and other documents as needed, ensuring accuracy and attention to detail.

- **Confidentiality and Discretion**
- Handle sensitive information with the utmost confidentiality and discretion, maintaining a high level of professionalism.
- Anticipate needs and respond with discretion to protect the executive team’s time and privacy.

- **Adaptability to Changing Priorities**
- Quickly adjust to new priorities and responsibilities as they arise, demonstrating flexibility and resilience.
- Manage competing deadlines with composure, ensuring quality work in a fast-paced environment.

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### **Key Performance Indicators (KPIs)**

1. **Scheduling Accuracy**: Maintain a 98?curacy rate in scheduling and managing executive calendars, ensuring all meetings and deadlines are correctly documented.
2. **Timeliness of Communication**: Respond to 95% of executive inquiries and communications within 24 hours, ensuring timely and effective support.
3. **Travel Coordination Efficiency**: Arrange all travel itineraries with 100?curacy, accommodating last-minute changes as necessary.
4. **Project Completion Rate**: Achieve a 100% completion rate for assigned tasks and projects within the designated timelines.
5. **Document Quality**: Ensure that 99% of all documents, presentations, and reports are error-free and submitted on time.

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### **SMART Goals**

1. **Optimize Scheduling and Calendar Management**
- **Specific**: Implement a streamlined calendar system to manage multiple executive schedules efficiently.
- **Measurable**: Achieve a 98?curacy rate in maintaining and adjusting schedules.
- **Achievable**: Use scheduling tools to prevent conflicts and streamline meeting setups.
- **Relevant**: Ensures executives' time is effectively managed.
- **Time-bound**: Complete within the first 30 days.

2. **Improve Response Time to Executive Communications**
- **Specific**: Respond to 95% of executive inquiries and communications within 24 hours.
- **Measurable**: Track response times to ensure timely handling of messages.
- **Achievable**: Set aside dedicated time each day to prioritize and manage communications.
- **Relevant**: Supports efficient executive operations.
- **Time-bound**: Achieve consistently within the first 3 months.

3. **Enhance Travel Coordination**
- **Specific**: Arrange all executive travel with 100?curacy, handling last-minute changes smoothly.
- **Measurable**: Track travel arrangements and feedback from executives.
- **Achievable**: Use travel management tools and checklists for organization.
- **Relevant**: Ensures seamless travel experiences.
- **Time-bound**: Implement within the first 3 months.

4. **Adapt to Project-Based Work**
- **Specific**: Complete 100% of assigned projects within set deadlines, adapting to new tasks as they arise.
- **Measurable**: Track completion rates and feedback from executives.
- **Achievable**: Use project management tools to stay organized and manage deadlines.
- **Relevant**: Supports executive decision-making and operations.
- **Time-bound**: Achieve consistently over the first 6 months.

5. **Maintain High Document Quality Standards**
- **Specific**: Ensure that 99% of all documents, presentations, and reports are error-free.
- **Measurable**: Track document review and feedback from executives.
- **Achievable**: Use proofreading tools and review processes to ensure quality.
- **Relevant**: Enhances executive team’s presentation and decision-making quality.
- **Time-bound**: Achieve consistently within the first 3 months.

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### **Skills and Qualifications**

- **Time Management**: Excellent time management skills with the ability to prioritize and multitask effectively.
- **Communication Skills**: Exceptional verbal and written communication skills for professional interactions with executives, clients, and partners.
- **Adaptability**: Ability to quickly learn new tools, procedures, and tasks in a fast-paced environment.
- **Attention to Detail**: Strong focus on accuracy and detail in all tasks, especially in document preparation and scheduling.
- **Proficiency with Digital Tools**: Skilled in Microsoft Office Suite, Google Workspace, and scheduling software.
- **Confidentiality**: Proven track record of handling confidential information with discretion.

**Preferred**
- Previous experience as an executive assistant or in a similar high-paced administrative role.
- Knowledge of project management software (e.g., Asana, ClickUp).

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### **Why Join Rig Fab?**
At Rig Fab, we believe that an adaptable and detail-oriented support team is essential to our success. As an **Executive Assistant**, you will play a critical role in enhancing the efficiency of our executive team, supporting operations, and contributing to an agile and dynamic work environment.

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### **How to Apply**
If you are a fast learner who thrives in a fast-paced environment and has a talent for organization, we encourage you to apply.
**Apply Here**: [Submit Application](https://forms.gle/83WwX8K3pMm8SXKa7)

For additional inquiries, contact us:
Phone: 813-683-4218

Email: info@RigFab.com
Website: [www.RigFab.com](http://www.rigfab.com)