Executive Assistant

Position: Executive Assistant

Overview: We are seeking a highly organized and detail-oriented Executive Assistant. The EA will play a crucial role in ensuring smooth day-to-day operations by handling administrative tasks, facilitating communication, managing projects, and maintaining organizational systems. The ideal candidate will be proactive, highly dependable, and skilled at managing a range of responsibilities, with the ability to adapt to new processes and systems as the firm grows.

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Responsibilities:
Administrative Support & Office Coordination

Monitor and manage the company’s general contact email inbox, forwarding inquiries as appropriate
Monitor the company’s general phone line / voicemail, taking messages as appropriate
Support coordination of office maintenance work orders and vendor communication (in partnership with on-site contacts)
Manage contracts and assist with vendor communications for IT, phone, internet, and printer services
Review and track invoices from key service providers (e.g., IT vendors)
Maintain and update administrative documents and filing systems
Supplies & Procurement

Manage ordering of office supplies, pantry goods, water and coffee subscriptions via Amazon and other vendors
Manage ordering of business cards, as needed
Coordinate procurement of tech equipment for new hires or replacements (in coordination with IT/vendor)
Assist with ordering branded merchandise (swag) and coordinating delivery logistics
Employee Engagement & Events

Assist in planning in-person events (e.g., employee outings, holiday events) in coordination with local teaUpgrade to see actual infombers, i.e. research ideas and venues, follow-up with vendors, etc.
Coordinate Thursday staff lunch orders through food delivery apps / vendors, and local team contact
Track and communicate company holidays and office park events
Assist in company swag planning, ordering and shipments/distribution in coordination with local teaUpgrade to see actual infombers
Recruiting & HR Support

Post job listings on job boards and university portals as requested
Schedule interviews and coordinate with hiring managers as requested
Support virtual onboarding of new hires (IT setup coordination, welcome materials, introductions)
Maintain digital employee files and update team charts
Executive / Corporate Assistance

Coordinate internal and external meetings, off-site events, and reservations as requested
Coordinate paperwork routing and shipping (e.g., FedEx labels, signature requests) with on-site support
Provide general administrative / data entry support to Executives and the Corporate team as requested.

Most of these tasks are done periodically and not daily.

Interested applicants may send their updated resume to Upgrade to see actual info