About Us
Ocean Solutions is a leader among Managed Service Providers (MSPs), recognized for empowering our team to excel in IT. With a strong foundation in technology and a relentless approach to overcoming challenges, we foster an environment for those passionate about driving success in IT and technology sales.
Role Overview:
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative support to the CEO. In this pivotal role, you will act as a trusted partner and gatekeeper, ensuring smooth day-to-day operations and enabling the CEO to focus on strategic priorities. The ideal candidate thrives in a fast-paced environment, excels at managing competing priorities, and demonstrates discretion, professionalism, and sound judgment. This position requires a resourceful individual with exceptional communication skills and the ability to anticipate needs, take initiative, and execute tasks with a high degree of accuracy and confidentiality.
Key Responsibilities:
- Manage the CEO's schedule including scheduling meetings, coordinating appointments both business and personal, creating invitations, responding to appointment invitations, coordinating related materials, prioritizing meetings aligned with the goals of the organization and priorities of the CEO, and meeting with the CEO regularly to understand priorities, context, and responsibilities.
- Plan and coordinate travel for the CEO including flights, accommodations, itineraries, and managing related expenses.
- Serve as a primary point of contact for internal and external communications on behalf of the CEO; screen, prioritize, and respond to emails, calls, and requests.
- Prepare and edit correspondence, presentations, reports, and other confidential documents with a high degree of accuracy and professionalism.
- Organize and prioritize incoming information and requests to ensure the CEO is informed and prepared for meetings, deadlines, and key decisions.
- Handle confidential and sensitive information with discretion and professionalism.
- Liaise with managers, staff, and external clients/partners to facilitate smooth communication and follow-through on projects and initiatives.
- Assist with special projects, event planning, and coordination of strategic initiatives as directed by the CEO.
- Maintain and improve administrative systems, processes, and procedures to increase efficiency and effectiveness in support of the CEO's priorities.
- Responsible for day-to-day office operations tasks, including but not limited to processing ingoing and outgoing mail and packages; greeting visitors; answering phone, routing calls, and taking messages; making copies; managing inventory and stocking of kitchen and supplies; caring for office plants, etc.
- Prepare internal and external company documents such as financial statements, reports, memos, letters and other documents and communications including conducting research as needed to prepare such documents.
- File and maintain company records, documents, and reports.
- Responsible for scheduling staff meetings, testing links and other technology, and supporting meetings in virtual and in-person spaces.
- Prepare all meeting agendas for all meetings involving the CEO both internally and externally.
- Track tasks and action items from meetings that involve the CEO directly or indirectly.
- Record meeting minutes from various meetings as needed.
Qualifications:
- Education: Bachelors Degree preferred.
- Experience: Minimum 3 years of experience providing executive assistance, customer service, or administrative support. Exposure to the small business sector is advantageous.
- Technical Skills: Advanced Microsoft Suite and skills. Ability to learn and use organizational software and systems.
- Communication: Strong written and verbal communication skills.
- Adaptability and Independence: Comfortable in a fast-paced, entrepreneurial setting and excels when working both independently and as part of a team.
- Time Management and Productivity: Strong organizational and time management skills. Fervent attention to detail and ability to manage multiple priorities.
- Professionalism:Strong interpersonal skills with the ability to effectively manage relationships both internally and with external clients, key stakeholders, and vendors. A high degree of professionalism and the ability to handle sensitive information with discretion.
- Analytical and Problem-Solving Abilities: Ability to problem-solve, be resourceful, flexible, and creative. ·
- Travel:Ability to travel on occasion as required to attend meetings and/or events.
This is a rewarding opportunity for a highly organized professional with a passion for supporting executive leadership and driving operational excellence. If you"re ready to make an impact and grow your career in a dynamic environment, apply to join Ocean Solutions today!
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