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ProdataKey · 4 hours ago

Executive Administrative Assistant - West Valley City, UT

Fairbourne Station Corporate Office

Full-time

Onsite

Entry, Mid Level

2+ years exp

ProdataKey is a company seeking an Executive Administrative Assistant to provide executive-level support and ensure efficient office operations. The role involves managing the executive’s calendar, arranging travel, preparing meeting agendas, and maintaining confidentiality while performing various administrative tasks.

Cloud ComputingSecuritySoftware

Growth Opportunities

Responsibilities

Maintain the executive’s calendar: schedule and confirm appointments, arrange meeting rooms or facilities, avoid conflicts

Arrange and manage travel plans (flights, hotels, ground transportation), including creating detailed itineraries, making reservations, and confirming bookings

Prepare agendas for meetings, compile presentation materials, and gather supporting documentation

Attend meetings with the executive as needed, take accurate notes or minutes, transcribe and distribute them to relevant parties

Prepare and submit expense reports and reimbursements on behalf of the executive, ensuring compliance with company policies

Receive, screen, and direct visitors, phone calls, emails, and incoming/outgoing physical mail

Draft, proofread, format, and edit letters, memos, reports, presentations, and other documents

Organize and maintain both digital and physical filing systems, ensuring records are easily retrievable and properly archived

Maintain the conference room/meeting room schedule, ensure rooms are set up and equipped as needed

Perform general clerical tasks: data entry, copying, scanning, ordering office supplies, and mail distribution

Assist with basic bookkeeping tasks, such as processing invoices, tracking payments, and reconciling minor accounts (if needed)

Coordinate and plan small events or internal meetings (arrange venue, catering, logistics)

Support Special projects by conducting research, preparing materials, collaborating across teams, and tracking progress

Serve as point of contact between executive, internal staff, and external stakeholders, maintaining a professional, courteous demeanor

Build effective working relationships with colleagues, vendors, clients, and partners

Handle confidential and sensitive information with discretion and maintain strict confidentiality in all matters

Communicate clearly and professionally, both verbally and in writing

Perform work under minimal supervision, proactively anticipating and resolving routine issues; escalating only the most complex or strategic issues to higher-level staff

Manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment

Be detail-oriented, attentive, and capable of spotting errors, inconsistencies, or omissions

Adapt to shifting priorities and respond flexibly to changing demands

Qualification

Microsoft Office SuiteScheduling systemsTravel booking toolsExpense management softwareProofreadingOrganizational skillsCommunication skillsClerical skillsCustomer service orientationProblem-solving aptitudeTime managementAttention to detail

Required

High school diploma or equivalent required

Demonstrated ability to handle complex tasks independently and make sound judgments

Strong oral and written communication skills

Excellent organizational skills and ability to multitask, prioritize, and meet deadlines

Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or equivalent office productivity software

Experience with scheduling systems, travel booking tools, and expense management software

Strong proofreading and editing abilities

Solid clerical skills and comfort with data entry, document prep, filing, and record-keeping

Ability to build collaborative relationships internally and externally

Discretion and ability to maintain confidentiality at all times

A team-oriented mindset and willingness to assist colleagues as needed

High degree of professionalism, integrity, and reliability

Anticipatory thinking (ability to foresee needs and act proactively)

Strong attention to detail

Resourcefulness and problem-solving aptitude

Time management, flexibility, and adaptability

Customer service orientation

Preferred

Additional education (associate's degree, bachelor's degree, or certification in business administration, office management, or related field) preferred but not mandatory

Prior experience in an administrative, executive support, or similar role is strongly preferred (2+ years or more)