Boulo Solutions is partnering with a food manufacturing company in Birmingham, AL looking to hire a highly qualified Executive Assistant / Office Administrator to work closely with our Executive Team and manage the functions of the office. The ideal candidate is a self-starter and strategic thinker who acts with a sense of urgency and delivers timely results. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Salary: $55,000-$65,000 based on experience

Flexibility: Culture, 7:30-4:30

Benefits: 75% paid Health coverage, 401k 10% of salary company contributed after one year, 10 days PTO after one year (prorated) and 11 paid holidays plus other benefits.

RESPONSIBILITIES

You will work closely with the President and Executive Team in the following ways:

• Provide administrative support to ensure that the President and Executive Team function and the office operates in an efficient manner

• Manage calendars and scheduling of the President’s activities, meetings, and various events

• Schedule conference, travel, and meeting arrangements, including room set-up and preparation of agendas

• Maintain a calendar of professional memberships, development opportunities, and conferences and coordinate registrations

• Assemble and / or coordinate the preparation of various reports, correspondence, documentation, and presentation materials

• Conserve the President and Executive Team’s time by reviewing, researching, and summarizing a variety of logistical, systems, and administrative information

• Serve as a “gatekeeper” for the President, acting as a conduit for smooth communication between the President’s office and internal departments

Additional Responsibilities

• Provide hospitality to all guests and help to create a welcoming environment

• Answer main phone line and respond to inquiries

• Support in the planning and execution of staff retreats, town halls, and associated events

• Purchase and replenish office materials such as snacks, printer supplies, paper, office supplies,etc and order occasional lunches

• Process, distribute, and facilitate mail / deliveries / shipments

• Create and manage project timelines and budgets for office-related projects

• Establish and maintain administrative, reference, and filing systems for current files and archives

• Maintain and update policies and procedural manuals, meeting minutes, and other organizational documents

• Support the onboarding of new employees (building tours, maintain manuals)

• Preserve and foster a collaborative, positive work environment and external reputation and model high ethical conduct and inclusion throughout the organization

QUALIFICATIONS

A. Experience/Education

• Minimum 5 years of related experience in an administrative support role working in a fast-paced environment

• Previous experience providing executive-level support is critical

• Bachelor’s degree (or equivalent experience) in a related field

B. Skills

• Excellent written and verbal communication skills via email, memos, phone and drafting documents

• Advanced proficiency in MS Word, Excel and PowerPoint or the Google equivalents and an aptitude to learn technology of the office and software applications

• Drive to work independently and be self-directed in priority setting and time management while valuing and able to work collaboratively within and across teams

• Ability to problem-solve in real time with creativity and tact

• Energetic but calming force in a fast-paced working environment

C. Attributes

• Organizational Competencies: Initiative; Influencing Others; Building Collaborative Relationships;

Fostering Teamwork; Customer Orientation; Excellent Communication Skills

• Enthusiastic, hard-working, self-motivated, and disciplined. Organized, efficient, customer satisfaction oriented, professional, and shows attention to detail.

• Possesses high ethical standards, integrity, and ability to maintain confidentiality of sensitive information.

About Boulo: Don’t let your job search end here. Boulo is a recruiting platform that goes beyond titles and timelines. We help experienced, knowledgeable professionals stand out to hiring managers by showcasing value through a skills-first approach. If you’re tired of being overlooked on other job boards and seeking a new opportunity, join Boulo here: https://boulosolutions.com/

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Executive Office Administrator