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Executive Administrative Assistant

Company: Kid-Tastic
Location: Milwaukee
Posted on: November 22, 2021

Job Description:

We are looking for an extremely qualified candidate to support two dynamic executives and manage vital tasks such as compiling and distributing reports as scheduled, research, organizing travel accommodations, event planning and coordination, and other organizational tasks.
The ideal candidate will posses a positive spirit and a deep understanding for this role as it pertains to others. This position requires a highly organized individual with a firm professional presence. Patience is appreciated, but this individual must understand and identify the company's core priority's and be able to rise to the occasion.
To do this role properly the candidate should be timely and able to meet hard deadlines. In addition, be extremely efficient at solving big problems. This position requires keen attention to detail, so this individual will need to have precise oral and written communication skills and be excellent at communicating verbally and effectively.
Solid experience as an executive or administrative assistant is required. Experience in marketing/web design is a bonus but not required. Bi-lingual candidates are encouraged to apply. This position reports directly to the CEO and CFO.
*Must meet all State of Wisconsin certification requirements: CPR and/or AED (not required) Pass both State & Federal Background checks
*ExperienceYears of experience: 5-10 yrs (verified)3-5 professional references (verified)
**Responsibilities:Develop functional systems for keeping executives efficientManaging schedules and calendaring on a daily basisMaintaining critical office supplies and equipment, i.e postageMaintain and update files and forms for regulating agencies, business matters, vendors and accreditationCollect, distribute and send executives mail and packagesWork with management to establish critical systems for supporting the overall teamResearch and prepare information required for projects, strategies and initiatives for executive reviewPrepare financial statements, reports, memos, invoices, various letters, and other important documentsScreen calls and deliver adequate messagesCompile information collected from research and create reports or presentations accordinglyHandle minimal bookkeeping tasks, organizing documents for accounting and distributing financial reportsFile and retrieve company records, documents, and reportsHelp prepare for meetings including scheduling space, organizing agendas, and hosting guestsAccurately record minutes from meetingsCoordinate company events, meetings and trainingsCommunicate with team leaders on a daily basis to sustain program functionalityImplement the initial hiring process for new hire candidatesAudit files for children and staffCommunicate with customers on an as needed basisGreet visitors and establish priority for meeting with executivesMaintain full vendor and inventory listsUse various software, including word processing, spreadsheets, databases, and presentation software to accomplish tasksSupervise front-office team and oversee front-end operationsRead and analyze incoming memos, submissions, and distribute them as neededPrepare and organize travel arrangements for executive business tripsPerform office duties that include ordering supplies and managing inventory recordsCreate original templates and forms Open, sort and distribute incoming faxes, emails, and other correspondencesCollaborate with operations manager and staff supervisors on new hire trainingProvide general administrative support throughout the main office

Expectations:A showcase of exemplary customer courtesy and a team player, with solid focus and driveProvide a proactive approach to problem-solving with strong decision-making skillsAbility to organize daily workloads by prioritiesProven experience as an executive assistant or other relevant administrative support experienceCan meet deadlines in a fast-paced quickly changing environmentMust be a fast learner, able to take initiative and is a true self-starterExperience as a virtual phone assistant, virtual applications and virtual schedulingOccasional travel both locally and nationallyAble to lift 20-30 lbsBe flexible and able to commit to sudden changes in schedulingMaintain professionalism and be pleasant to work with

Requirements:High School Diploma or higher5+ years continuous experienceMaster skills with Microsoft office and iOS office applicationsExperience in Procare Software or similar management systemExcellent computer skills, especially typing speed and communicationsHighly creative and exceptional attention to detailBilingual or Multilingual (preferred not required)
Additional Information: College Education in business (preferred; not mandatory), Bi-lingual (preferred; not mandatory). Previous child care experience in a program with 50+ children (preferred; not mandatory)

Keywords: Kid-Tastic, Milwaukee , Executive Administrative Assistant, Accounting, Auditing , Milwaukee, Wisconsin

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