Executive Administrative Assistant

Introduction:

We are a leading, national consulting firm that provides compassionate, full-spectrum emergency management services including planning and preparedness, response, recovery, and mitigation services to the public and private sectors before, during and after a natural disaster or catastrophic event.

Our mission is to provide compassionate consulting services to local, state, federal, and industry clients, active in disaster response, recovery, and preparedness. We will be on time, on target, and on budget with the services aligned to the evolving threats and hazards facing our nation.

The position will be guided by ACDC’s Corporate Values Platform in all activities.

Position Summary:

• Job Title: Executive Administrative Assistant
• Full Time or Part Time: Full time
• Temporary/Seasonal/Regular: Regular
• Compensation: $65-75k annual
• Travel/Location: Remote with travel to onsite work at various locations

Benefits Summary:

• Medical, Vision, and Dental Insurance 
• Short-Term Disability/Voluntary Long-Term Disability 
• 401(k) Account with Company Match 
• Paid-Time Off (PTO): Annual Leave and Sick Leave Accruals 
• Paid Parental Leave 
• Training and Professional Development Opportunities 
• Wellness Benefits/Allowance 
• Corporate Computer 
• Time off to Volunteer 
• Cell Phone Allowance 

Mission of Role/Position Summary:

Tasks, Duties, and Responsibilities:

Reasonable accommodation will be made to enable individuals with disabilities to perform the following essential functions:

• Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
• Answer and direct calls to appropriate executives and parties.

• Oversee administrative policies within an organization; recommending changes as appropriate.
• Read and analyze submissions, letters, agendas, and memos.
• Prepare reports and other needed documentation; collect, and analyze information; and assist in preparing presentations.
• Develop and utilize historical information; provide retrieval of information.
• Record meeting discussions and provide minutes, while assisting in coordination of follow-on assignments and deliverables.

• Maintain inventory and office supplies.
• Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
• Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry; and participate in societies relative to the business.
• Perform data analysis or other related analyses and research, as needed.
• Proficient in Access, MS Word, Excel, and Outlook.

• Proficiency in Salesforce preferred.
• Perform filtering and sorting of data and other functions.
• Coordinate finances, expense reports, and assist with budget preparation.
• Prepare executive responses to routine memos, letters, or correspondence.
• Provide clerical and general office support to other staff in other locations.

• Coordinate tasks and responsibilities to other staff members when appropriate.
• Interact with clients when appropriate and solve problems.
• Report problems to executives when they cannot be resolved for attention.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

• Ability to effectively and professionally communicate both verbally and written.
• Ability to maintain confidentiality with sensitive customers and internal information.
• Ability to organize and prioritize daily workload.
• Excellent critical thinking, strategic planning, and problem-solving skills.
• Highly organized and capable of multi-tasking when necessary.

• Self-motivated.
• Must be able to meet tight deadlines in a fast-paced, quickly changing environment.
• Strong time management and detail-oriented skills.
• Strong desire to help people.
• Advanced knowledge of Microsoft Office 365, Teams, and SharePoint.

• Ability to be flexible in a dynamic environment.

Supervisory Responsibilities

The Executive Administrative Assistant has no direct supervisory responsibility but may get exposure to leading portions of projects or task functions.

Expected Hours of Work:

Schedule may vary. Work on evenings and weekends may be required. Dependability and punctuality are paramount.

Travel Requirements:

• Up to 25% travel is expected for this position.
• Must be willing to travel and deploy to client sites for extended periods of time.

Physical Demands:

• Mobility required on-site with clients.
• Sitting or standing for hours at a time.
• Ability to work at a computer for extended periods of time if needed.
• Ability to lift up to 25 lbs. repetitively throughout the day and as needed.

Working Environment:

• Emergency management personnel may work in an office or home environment or be deployed to the field which may require working outdoors in adverse weather conditions.
• Work may be on-site with clients ex: EOC, hospital, debris sites or local government buildings.
• All AC Disaster Consulting (ACDC) positions are remote work site positions with the home location agreed upon at time of hire.
• If the remote work site locations change, ACDC Human Resources must be made aware, and leadership needs to approve any site changes for business registration and payroll tax purposes.

Experience and Education Required

• 3+ years of office administration experience.
• 1+ years of executive administrative experience.

• 5+ years customer service experience.

Experience and Education Preferred

• Business operations experience.
• Business development experience.

• Bachelor’s degree.

Additional Qualifications:

• Must be 18 years of age or older.
• Eligibility to work in the United States without employer sponsored visa is required. We are not able to employ those located outside of the US.
• Must pass company and any applicable client background check and reference check upon offer of employment.

Regular status positions will receive these benefits:

• Medical, Vision, and Dental Insurance 
• Short-Term Disability/Voluntary Long-Term Disability 
• 401(k) Account with Company Match 
• Paid-Time Off (PTO): Annual Leave and Sick Leave Accruals 
• Paid Parental Leave 
• Training and Professional Development Opportunities
• Corporate Computer 
• Time off to Volunteer 
• Cell Phone Allowance 

EEO Statement

AC Disaster Consulting is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, national origin, disability, or veteran status. 

 This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. AC Disaster Consulting will not tolerate discrimination or harassment based on any protected characteristic. 

Please redact or remove information that identifies applicant's age, date of birth, or dates of attendance at (or graduation from) an educational institution from the resume or other application documents prior to submitting the application. 

 If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodation by contacting AC Disaster Consulting Human Resources team at hr@acdisaster.com. 

 We use E-Verify for all candidates who are offered and accept a position with us. Please visit this link to the E-Verify Website and this link to view the E-Verify rights poster to understand your rights in this process.