Summary of the Executive Assistant

SMS Assist is growing rapidly and an Executive Assistant plays an important role on our fast-paced team.  The Executive Assistant must be a self-starter, thrive in a high growth environment, have excellent communication and organizational skills, and love working with people.  

Core Responsibilities

• Perform a variety of routine and complex Executive tasks for the Operations departments
• Maintain office files and documents including organizing files, scanning files and ensuring all files are kept electronically
• Coordinate conference rooms for meetings; including any catering, audio/videoconference set- up, etc. 
• Arrange all aspects of travel, including keeping executives’ travel profiles up-to-date, arranging flights, hotels, rental car service, and preparing itineraries
• Receive, organize and file incoming letters and documents
• Assist with creating, sending, and following up on documents, communications, and presentations
• Assist with calendar and meeting planning, scheduling, and organizing
• Communicate with customers and affiliates via phone and email, as needed
• Accurately and consistently manage entries in our internal databases
• Be knowledgeable and intimate with all relevant SMS Assist applications
• Ensure that problems and solutions are communicated in a timely manner
• Contribute to team priorities and projects, as assigned

Key Competencies

• Excellent organizational skills
• Excellent time management skills
• Strong written and verbal communication skills
• Ability to follow through with tasks to their completion
• Strong Microsoft Suite skills
• Effective problem-solving skills
• High integrity
• Commitment to providing a high level of service and working in a team environment
• Flexible, adaptable and able to juggle multiple projects and priorities in a fast-paced environment

Education and Experience

• Undergraduate degree and/or minimum of two to three years providing office services in a corporate environment strongly preferred
• Previous assistant, sales support, and/or experience in facilities’ industry is a plus
• Professional, relevant examples of managing multiple priorities, organization, scheduling, etc. 

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Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities, and schedule may change at any time with or without notice.

SMS Assist is an Equal Opportunity Employer (EOE) that welcomes and encourages all applicants to apply regardless of age, race, color, religion, sex, sexual orientation, gender identify and/or expression, national origin, disability, veteran status, marital or parental status, ancestry, citizenship status, pregnancy or other reasons prohibited by law.