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Executive Administrator  

Full-time
United States – Must Work East Coast Hours
Up to 10% Travel

Primary Purpose and Goal of Role  

Provide high-level administrative and logistical support by performing complex administrative duties in a fast-paced Cybersecurity environment to one or more executives 

Responsibilities

  • Proactively manages an extremely active and dynamic calendar of appointments with employees and clients at all levels, ensuring schedule is feasible and makes efficient use of executive's time  
  • Precisely maintains executive calendar   
  • Arranges domestic and international travel  
  • General clerical duties to include but not limited to:   
    • Photocopies and scans documents  
    • Maintains filing system 
    • Orders office supplies and
    • maintains inventory  
    • Organizes and communicates departmental events and activities  
    • New staff on-boarding  
    • Initiates purchase requisitions  
    • Submits invoices  
    • Tracks budget   
    • Updates departmental information on company portal  
  • Actively monitors and coordinates Outlook resources such as mailboxes, distribution lists, and calendars ensuring confidential information is protected and maintained   
  • Handles incoming/outgoing correspondence, including those of a confidential nature  
  • Acts as coordinator of special projects and ensures deadlines are met by using current office applications and technologies to create and edit a variety of presentations, reports, documents, and correspondence   
  • Coordinates and schedules meetings with internal and external staff, including:  
    • Agenda preparation  
    • Coordination of participants/speakers  
    • Reservation of conference room(s)  
    • Performs set-up for videoconference/teleconferences and web-based meetings  
    • Organizes pre-meeting materials   
  • Answers incoming calls; researches and responds to inquiries; escalates and/or routes calls to appropriate personnel as necessary  
  • Answers questions relating to executive office operations and established policies and procedures  
  • Recommends new office procedures, processes, or techniques to improve operational efficiency  

REQUIREMENTS

  • Bachelor’s Degree
  • 3 years minimum experience with MS Office Suite (WORD, Excel, PowerPoint, Outlook)  
  • 3 years minimum administrative experience, preferably supporting senior executives  
  • Experience with Salesforce.com   
  • Authorized to work in the United States without the need for visa sponsorship now or in the future 
  • Ability to identify sensitive issues/material and maintain confidentiality   
  • Support a team in an environment driven by customer service and teamwork  
  • Drive quality through exceptional organizational skills and ability to work on multiple projects simultaneously  
  • Ability to effectively communicate with external clients/vendors and internal team members   
Quzara LLC is an Equal Employment/Affirmative Action employer. We do not discriminate in hiring based on sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law. 

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