Executive Administrative Assistant – Surterra Wellness – West Palm Beach, FL

( https://www.ziprecruiter.com/c/Surterra-Wellness/Jobs )

POSITION SUMMARY

The Executive assistant provides administrative support to our Finance & or/ Marketing Leadership. This includes making and accepting phone calls; sending emails, and letters on behalf of the executive; receiving visitors, and handling scheduling. Also acts as a gatekeeper, making decisions about who gets access to the executive and what information the executive receives. Often conducts research and prepares reports that influence company policy.

CORE JOB DUTIES AND RESPONSIBILITIES

  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Represents the executive by attending meetings in the executive’s absence; speaking for the executive.
  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Prepares reports by collecting and analyzing information.
  • Secures information by completing data base backups.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Contributes to team effort by accomplishing related results as needed.

JOB SKILLS AND REQUIREMENTS

  • Technical Skills
  • Coordinating Video and Audio Conference Calls
  • Creating and Maintaining Databases
  • Microsoft Excel
  • Microsoft Office
  • Microsoft Outlook
  • Microsoft PowerPoint
  • Microsoft Word
  • Office Equipment

Administrative Skills

  • Accounting/Bookkeeping
  • Administrative Support
  • Appointments
  • Calendar Management
  • Client Relations
  • Designing and Maintaining Filing System
  • Organizing Meetings
  • Maintain Calendars
  • Record Keeping
  • Travel Arrangements
  • Typing
  • Event Planning
  • Preparing Reports
  • Processing Expense Reports
  • Proofreading
  • Scheduling
  • Taking Meeting Minutes
  • Communication Skills
  • Correspondence
  • Customer Service
  • Managing Relationships with Clients
  • Processing Telephone Calls and Requests
  • Written/Verbal Communications

Personal Characteristics

  • Accuracy
  • Active Listening
  • Ability to Follow Directions
  • Ability to Work Independently
  • Assertiveness
  • Analytical
  • Collaboration
  • Energetic
  • Diplomatic
  • Decision Making
  • Dependability
  • Detail Oriented
  • Flexibility
  • Initiative
  • Good Judgment
  • Motivated
  • Multitasking
  • Maintaining Confidential Information
  • Meeting Deadlines
  • Prioritizing
  • Proactive
  • Problem Solving
  • Project Management
  • Reliability
  • Self Confidence
  • Self-Directed
  • Teamwork
  • Time Management
  • Working Quickly
  • Working Well Under Pressure

PHYSICAL REQUIREMENTS

  • Must be able to remain in a stationary position 75% of the time.
  • Must be able to reach into overhead access file cabinets, office machinery, etc.
  • Must be able to operate a computer 75% of the time.
  • Must be able to communicate on behalf of the representative and exchange accurate information in fast paced situations.

6 Core Values of a Surterra Employee

  • Integrity – We operate in a regulated and unchartered industry. Act and make decisions that stand up to scrutiny and reflect our position as a sophisticated, credible and respected leader. Be honest, trustworthy, dependable, and honorable. Demonstrate sound moral and ethical ways of interacting.
  • Collaboration- We are a collection of the best talent at all levels. Learn and grow from this diversity: welcome healthy debate and proactively seek other perspectives and points of view to find the best solution while not resting on consensus. Proactively ensure the right people have the right information at the right time. Work as a team vs. an individual performer.
  • Agility- We are growing incredibly fast in a new industry. Be open to change, be ready to pivot on the moment’s notice, and act with a sense of urgency to take advantage of opportunities. Then be ready to do it again. Quickly –and calmly -respond and adapt to the unexpected. Modify and streamline processes, find more efficient ways of doing your job. Work efficiently across markets, time zones, and functions.
  • Intentionality- Intentionality requires action –it makes your intentions happen. Good thoughts are meaningless without action. It is initiative directed by the purpose to move our business forward. Intentionality is doing things important to you, even when not easy. Transformational change happens with intentionally.
  • Alignment- Together, we must understand and believe in our vision, mission, business and team goals and priorities. When we make a decision, even when we don’t have consensus we all align behind that decision and execute. We don’t revisit decisions unless we have material new data or circumstances.
  • Accountability- Make the best proactive and reactive decisions given the available information and the wisest counsel. Own your decisions, actions and outcomes, and promptly correct mistakes. Be reliable, honor commitments and do not finger point, off-load responsibilities, or criticize co-workers. Look after co-workers and team’s success.

Apply Here