Ultimate Staffing · 12 hours ago
TEMPORARY Executive Administrative Assistant
Charlotte, NC
Full-time
Onsite
Mid Level
$25/hr - $30/hr
3+ years expUltimate Staffing is seeking an experienced Executive Administrative Assistant to join our client's team in Charlotte. This role acts as the Director of First Impressions and provides essential administrative support, managing calendars, meetings, and assisting with various office tasks.
EmploymentHuman ResourcesManufacturingStaffing Agency
Hiring Manager
Melanie Stiles
Responsibilities
Assist Studio Leaders with calendar management, booking travel, managing expenses, tracking of professional credentials
Own and manage Studio-wide meetings; create and maintain schedule; work with studio leadership to develop agenda; manage action and follow up items; secure space and refreshments as required
Assist leadership with management of staffing for the studio
Work with Human Resources teammates on talent-related initiatives such as Professional Development Program process monitoring and tracking; onboarding monitoring and tracking; new hire set up
Other activities such as managing the studio PTO calendar
Manage studio calendar and schedule meetings
As needed greet clients, vendors, and all visitors in a professional and courteous manner and notify appropriate staff upon arrival
Manage the front office, reception area, break area, conference rooms, and kitchen
Answer and direct incoming telephone calls
Collect mail, distribute, and coordinate deliveries
Maintain neatness in conference rooms, reception desk, break area, and kitchen. Includes loading/unloading dishwasher and stocking refrigerator
Maintain Office Calendar events and maintain Video Equipment calendar so they are up-to-date
Manage conference room scheduling
Manage Client contact information for Client Resource Management system for key office & studio leaders
Notify teammates of upcoming events: Studio meetings, All Staff meetings, Client meetings - when appropriate, Off-site Storage pickups, PTO, Director absences, etc
Meeting Notes, Letters, Memos, Work Authorizations, Transmittals, Budgets, Specifications, Project Directories, Punch Lists, and other documents as needed
Manage learning platform data for staff along with CEU and professional licensure information
Assist with organizing and maintaining project filing with accounting department
Assist with event planning and coordination
Provide general information and assistance to visitors
Coordinate with vendors and sales reps on product presentations, re-stocking samples, displaying samples, etc
Assist project teams in making sample requests to vendors & manufacturers
Qualification
Required
3+ years of experience in an administrative capacity
Customer service / concierge / front desk reception experience in an office environment
Microsoft Office proficiency, including experience managing multiple calendars in Outlook
Proficient in booking complex travel
Proven attention to detail, with excellent organizational and technical skills
Must be able to determine priorities, take ownership of tasks, and exhibit a high level of initiative and follow-through
Established success prioritizing multiple tasks/projects simultaneously
Excellent communication and relationship management skills
Ability to interact professionally with individuals at all levels
Proactive by nature and curious to learn more about our business
Ability to always maintain composure in hectic situations, quick to smile and a consistent positive 'get it done' attitude
Ability to work regular business hours (8:30 am - 5:30 pm) Monday through Friday
Preferred
Basic aptitude with Adobe Suite (In Design) and Miro are preferred
Familiarity with Salesforce a plus
Encouraged to have a LinkedIn public profile complete with current/past work information
Company
Ultimate Staffing
Ultimate Staffing specializes in clerical, administrative, customer service, and manufacturing and production positions.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Lisa Marez
Partnership Director
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