Executive Assistant

Executive Administrative Assistant

SSOE is seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to support our leadership team. This role will be based out of our Toledo, Ohio office and is ideal for a skilled professional who thrives in a fast-paced environment and is committed to delivering high-quality service with discretion and efficiency. The successful candidate will play a critical role in managing executive-level communications, coordinating complex schedules, and ensuring seamless day-to-day operations. If you are a confident communicator with strong technical skills and a passion for supporting executive leadership, we invite you to bring your expertise to our dynamic team.

What Makes SSOE a Great Place To Work

You don't have to be an employee long before you understand the SSOE difference. It goes back to our history of reinventing ourselves for new markets, serious rates of growth year after year, and being ahead of the curve in technology. Those are the achievements of a company that rewards talent and effort in ways that mean the most to the individual.

When you work at SSOE, you work with the best and you're a part of something bigger than yourself. And providing the best possible workplace for our employees gives us a competitive advantage-helping us attract and retain top talent and drive better business results.

Responsibilities

Duties and Responsibilities :

The following duties are typical of the position, but are not all encompassing. Responsibilities include those required to deliver quality service on schedule and within budget in a team environment.

• Handles proprietary information in a confidential manner at all times.
• Proficient in Microsoft Suite of products including Loop, SharePoint and Teams. General technology proficiency required in order to understand and prepare reports from SSOE ERP systems.
• Experienced in writing Corporate level communication and able to provide articulate communication materials with minimum guidance for approval to be sent on direction to the enterprise.
• Screens incoming mail. Prioritizes and prepares timely responses to routine requests. Informs Executive of matters requiring immediate attention and prepares responses for approval and signature. Responds to RSVPs.
• Maintains a close and highly responsive awareness of the day-to-day activities of the Executive and becomes a vital confidant in client and / or community relations and contacts.
• Works independently, receiving minimum supervision and guidance.
• Performs various administrative duties requiring a thorough knowledge of office routine and understanding of the firm's organization, programs, and procedures. This includes typing all the Executive letters and preparing confidential reports.
• Coordinates with other administrative staff as necessary to meet deadlines or get specialized support.
• Manage the Executives calendar through understanding of priorities and balance meeting requirements with time for travel, preparation and follow up., makes tentative appointments without prior clearance, makes arrangements for meetings, meeting facilities, and required services, and assembles established background materials as directed.
• Handles travel arrangements as required and coordinates with local offices on Executive visits and needed arrangements.
• Maintains current activities through electronic notebook
• Leads the planning and preparation of Management Team, Board, Principal or other key meeting agendas (as designated by Executive) and supplemental material.
• Secures venues as needed and works with IT department to ensure all necessary technology needs are addressed.
• Assure agendas are set for regular meetings and required documents are submitted by meeting attendees. Take notes in meetings and manage meeting action lists as requested.
• Some support required after hours depending upon Executive time zone travel and after hours meetings.

Qualifications

Qualifications