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Now Hiring: Executive Assistant

By Mike Mikolay

January 31, 2020

Executive Assistant Job Summary

Serve as the right-hand Executive Assistant for our two Managing Partners. You’ll wear multiple hats and no two days will be alike.

Duties include, but are not limited to: general office tasks; calendar and travel management; expense reports; trade show logistics; organization of sales meetings, client dinners and team outings; sales presentations and proposals; and assistance with market research.

This is a customer-facing role in which you must share our “Guardian DNA” and put client service and team work at the forefront.

With your can-do, positive attitude, you will flourish in our fast-paced, team-oriented environment. Your friendly, approachable voice and demeanor will represent our brand when clients, prospects and partners call into our headquarters.

You must possess a solid work ethic and be flexible as priorities often change in an instant. Discretion and decorum is key as we manage million-dollar deals with some of the most private corporations and individuals from around the world.

The reward is competitive pay and a fun, unique office where everyone plays a large role in the overall success of the organization.

Summary of Essential Job Functions

Administrative Functions – Conserve executives’ time by reading, researching and routing correspondence; manage and draft letters, emails and documents. Maintain executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.

Phones – Serve as initial voice of the company; provide front-line customer support; delegate sales calls and messages; and ensure that high-priority calls are handled professionally each and every time.

Customer Service – Make each client, vendor or guest feel welcome by greeting them, in person or on the telephone; answer or direct inquires while, at the same time, prioritizing the overall needs of the company and the projects at hand. Maintain customer confidence and protect operations by keeping information confidential.

Organization – Provide historical reference by developing and utilizing a filing and retrieval system to ensure meeting notes, travel plans, expense-related items, etc., are all easily accessible for future use and/or audits.

Market Research – Gather and create aviation market data for our proprietary Market Survey product that fuels an integral part of our sales process.

Presentations & Proposals – Create custom sales presentations for the sales team to help them win new business; assist with the writing, editing, coordination and mailing of proposals.

Event Coordination – Manage trade show logistics with our marketing staff; create email lists; oversee budgets, deadlines and team communication; attend events; and print materials.

General Office Duties – Ensure that supplies are ordered; coordinate UPS shipping; update the website; ensure that internal tracking documents are updated.

Team Member – Contribute to the team effort by taking on and accomplishing pertinent tasks as needed.

Minimum Requirements

Experience working with senior executives and their demanding schedules. Solid phone and computer skills with emphasis on Microsoft Office products. Must be comfortable working in a close-knit, team environment where attitude and work ethic are essential. Experience in booking airline travel and managing ever-changing schedules is a must.

Executive Assistant Skills and Qualifications

Administrative Writing Skills, Microsoft Office Skills, Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving, Scheduling, Time Management, Presentation Skills, Travel Logistics, Verbal Communication

How to Apply

Apply via Indeed or email us your resume, qualifications and cover letter.  No phone calls please. 

 

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Contact Guardian Jet

Posted in: Guardian Jet Team

Media Contact


Jill Henning

jill@forwardstmarketing.com
+1 203-453-0800

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