Executive Assistant – CEO & VP Sales at IOTAS
Portland, OR, US
Responsibilities:

Provide C-level administrative support to the CEO and VP Sales & Marketing
Manage busy calendars and heavy travel schedules (domestic and international)
Schedule internal and external meetings on behalf of CEO & VP Sales
E-mail Organization as needed. This includes sorting through e-mails; distributing e-mails to different people/locations if necessary; checking with CEO/VP Sales to determine if and/or what kind of response is necessary to e-mails, meeting requests, social events, etc.; drafting responses for review and all other activities related to organizing and responding to e-mails.
Calendar organization. This includes keeping track of meetings, appointments, conference calls, social engagements, etc. and ensuring that the CEO / VP Sales are aware of their scheduled obligations on a daily basis.
File travel and expense reports; manage and see approvals through
Submit invoices on behalf of consultants and other partners for payment
Set up weekly national sales team meeting, leadership meeting, account manager meetings, affiliate sales meeting; create and distribute agendas
Act as intermediary when needed; Screen incoming phone calls as necessary.
Participate in meetings as requested; prepare and distribute notes if necessary.
Qualifications:

5+ years experience in an Executive Assistant position reporting to a Senior Executive
Proficient in Word, Excel, PowerPoint, CRM, Illustrator systems
Ability to be flexible with daily changing priorities in a fast-paced start-up environment
Analytical ability; ability to gather and summarize data for reports, find solutions to various administrative problems and prioritize work.
High level of interpersonal skills to handle sensitive and confidential situations. Exercise poise, tact, diplomacy, professionalism and discretion.
Continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Exceptionally strong organizational and time management skills.
Ability to interface with all levels of employees and clients.
Works well under pressure to meet required deadlines.
Excellent ability to communicate verbally and in writing. (client contact)
Be resourceful and able to work efficiently even if given very little direction and information.
Bachelor’s Degree preferred.