Executive Assistant – Cheyenne Office

The Executive Assistant is responsible for ensuring the smooth running of day-to-day demands and activities by supporting the office management.
He / She will act as a point of reference with both internal and external parties, whilst seeing to the overall day to day duties to ensure the smooth running of the office, organizing and preparing all necessary materials, maintaining all office systems, including data management and filing. The job role is focused on Personal Assistant duties, assisting the manager with his personal agenda and activities. Furthermore, he/ she will also be required to handle diary management and necessary travel arrangements. This role requires daily upkeep of the office and supplies inventory.

Responsibilities:

  • Act as the point of contact among executives, employees, clients and other external partners
  • Manage information flow in a timely and accurate manner
  • Format information for internal and external communication – memos, emails, presentations, reports
  • Supports human resources processes by administrative tasks, scheduling appointments, maintaining records and information.
  • Sets appointments and make the travel arrangements for the Sales Group including reservation for hotels, airfare reservations & car rentals.
  • Taking care of marketing materials: order promotional items; maintain supplies for the printers, maintain an inventory of the marketing materials.
  • Office and Facilities Management. Liaison for all third-party vendors, ie: cleaning service, office repairs, and courier service, electric and internet.
  • Provide to finance department a corporate office expense report with all the details regarding the expenses.
  • Assist the finance department with the invoices for the office supplies and office facility services.
  • Maintain inventory of equipment at stores and update on a monthly basis.
  • Take care of the shipments from office, when necessary.
  • Answer to phone calls and forward the calls when necessary.
  • Order new equipment for stores per approved requests from sales

 

Desired Skills and Experience:

  • 5+ years of experience in Executive Assistant Duties.
  • Relevant experience in human resources support its a plus.
  • Excellent written and verbal communication skills in English and Spanish.
  • Exceptional organization skills.
  • Computer Skills: Outlook Calendar, mid-level knowledge with Microsoft Office (Word, PowerPoint, Excel). Vigorous research abilities.
  • Must be meticulous and detailed oriented with all forms of communication (correspondence, calendaring and verbally).
  • Strong work ethic and ability to work extremely effective independently.
  • Demonstrated ability to manage multiple time-sensitive priorities in an extremely fast paced environment simultaneously.
  • Problem-solving ability while under pressure and strong decision-making capability.
  • A calm demeanor under pressure, assertive, proactive, people oriented.
  • A willingness to be a highly-resourceful team-player and possess “can-do” attitude.
  • Proven ability to handle confidential information with discretion.
  • Positive, professional, friendly and enthusiastic demeanors.
  • Available to work overtime when necessary.

 

Working conditions:  Office environment with day schedule Monday to Friday, 08:00 – 17:00.

If you feel you’re fit for this job, we’d love to hear from you! Please send your updated resume (describing present and past experience).

Job Type: Full-time

What we offer:

  • Awesome colleagues in a highly collaborative environment
  • Flexible working environment within a dynamic team
  • Access to various training programs and HR events
  • Fun at work events (Banc Show, Ice Cream Day, Childhood day etc.).
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