Executive Assistant

Sterling Talent Solutions provides hiring peace of mind by delivering a simpler, smarter background screening and onboarding experience for employers worldwide. Our comprehensive suite of cloud-based background screening and onboarding solutions deliver accurate, reliable results and tools to maintain compliance throughout the hiring cycle.

As the Executive Assistant, you will play a pivotal role in our company’s success by executing administrative and organizational support to two executives. The Executive Assistant to the Chief Operations Officer and the Chief Financial Officer will be responsible for all aspects of administrative support operations, including calendar management, travel arrangements, planning and scheduling meetings, communication with other executives and management colleagues globally, coordinating executive correspondence and other administrative duties. The Executive Assistant sought will be an experienced administrator who will exhibit a professional demeanor, show initiative, anticipate situations and react accordingly, show good judgement, be an exemplar of our company values and conduct activities with professionalism and discretion. A sense of urgency and keen ability to juggle numerous activities is imperative.

* Manage executive’s calendars, regularly arrange meetings and appointments as well as other events * Arrange domestic and global travel, hotels, transportation for frequent and extended trips; add travel details to Outlook calendar and prepare detailed travel itineraries * Keep executives on schedule, adjusting as needed * Handle a multitude of complex and dynamic tasks in a time-sensitive environment while maintaining professional demeanor * Prepare correspondence and reports (many confidential) and assist with presentations * Answer phones and communicate with colleagues regarding office activities, meetings, etc. * Book conference rooms for meetings; prepare conference rooms for meetings and tidy up afterward; order breakfasts and lunches for meetings and configure tech aspects of meetings with assistance from IT; book off-site activities * Ensure that all correspondence is prepared with correct grammar, punctuation, spelling * Complete projects and special assignments by establishing objectives, determining priorities, meeting deadlines, problem-solving and making adjustments to plans * Maintain contact lists and update executives Contacts in Outlook * Be a superb gatekeeper * Anticipate the needs of your leaders and be proactive * Use considerable tact, diplomacy and good judgement when liaising with clients * Maintain confidentiality with sensitive information * Update organizational charts * Assist other administrative staff as needed * Order supplies as needed, prepare outgoing mail and UPS packages as needed * Maintain files for executive as requested, prepare file folders * Welcome visitors and keep others informed of activities/whereabouts/etc.

**Required Skills and Knowledge:** * Excellent Microsoft Office Suite skills; in depth knowledge of Outlook Email, Calendar, PowerPoint, etc. * Proficient general computer skills and experience with travel and expense software (Ovation/Concur), Adobe Acrobat, etc. * Ability to compose routine correspondence and to edit and correct business correspondence and reports * Knowledge of and ability to process visa requests * High level of proficiency with keyboarding/typing - speed and accuracy a must * Knowledge of standard office administrative practices and procedures * Excellent communication skills and ability to communicate clearly and effectively, both verbally and in writing * Attention to detail and excellent problem solving skills * Excellent time management skills and ability to prioritize and complete tasks within a deadline * Tech savvy **Experience and Education:** * 4+ years’ experience as an Executive Assistant (Senior Administrative Assistant will also be considered) * Four-year degree from an accredited university