Executive Assistant

SUMMARY

The Executive Assistant provides administrative support to the Chief Executive Officer and other high-level executives within Gemini. This role will serve as an extension to leadership, providing friendly, and confidential assistance in a fast-paced environment including coordinating team activities, communications, and overall being a key partner to the team. As an Executive Assistant, success in this role is dependent on superior attention to detail and the ability to manage multiple competing priorities is critical. A high level of integrity and discretion in handling confidential information is essential for success in this role.

Your ability to anticipate executive schedules with a forward-thinking mindset while simultaneously offering input and ideas for efficiencies will establish you as a trusted partner.

EXPECTATIONS (Duties and Responsibilities):

• Provide comprehensive administrative support to the President/CEO and the Executive Team.
• Represent Gemini with a high level of integrity and professionalism.
• Adhere to Gemini’s policies and support management decisions and goals in a positive, professional manner.
• Provide receptionist support and serve as the professional first point of contact for clients, vendors, and visitors.
• Foster a positive and supportive work environment, contributing to a culture of teamwork and collaboration.
• Manage and prioritize executives' calendars, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and prioritize incoming requests, emails, and phone calls, ensuring timely responses and follow-ups.

• Prepare and submit Expense Reports as requested.
• Anticipate needs and independently initiate and implement processes to manage projects, information flow, and administrative operations.
• Support special projects as needed, with a willingness to adapt to changing priorities in a fast-paced environment.

• Responsible for routine tasks such as ordering office supplies, picking up and distributing the mail, overseeing the calendar for pool vehicles, managing reservations for company owned cabin, etc.
• Exercise strong judgment and discretion with confidential information.
• Prepare correspondence, reports, presentations, and other documents as requested by executives.

• Attend meetings, take minutes, track action items, and proactively assemble the appropriate people and resources for effective follow-up
• Keep track of important dates such as work anniversaries, birthdays, etc.

• This description is not meant to be all-inclusive and may be modified from time to time at the discretion of management.

QUALIFICATIONS and REQUIREMENTS:

• 5+ years of experience in a senior administrative, office management, or executive assistant role.
• Outstanding written and oral communication skills; ability to communicate effectively and project a professional image when giving and taking information in writing, in person and over the phone.

• Effective interpersonal skills with the ability to work with individuals and groups across all levels within the organization.
• Ability to work efficiently and maintain a professional, positive demeanor in high pressure situations and demonstrate a high level of flexibility in a rapidly changing environment.
• Must possess tact and have the integrity to maintain highly confidential information at all times.
• Experience with heavy calendaring involving competing schedules and plans, and the coordination of complex travel itineraries involving multiple parties.
• Computer proficiency required including Excel and advanced knowledge and use of Microsoft Outlook as well as the ability to learn and navigate computer systems and websites necessary to complete job description and other duties as assigned.
• Self-motivated with the ability to take initiative and prioritize tasks; good time management, planning, organizational, problem prevention and problem-solving skills.
• High level of accuracy, attention to detail, and ability to anticipate needs.

• Experience supporting C-level executives preferred.
• Ability to work beyond normal business hours when necessary.
• Some travel may be expected for this position.

 PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

• Sitting for long periods of time; occasional bending, squatting, kneeling, stooping; good finger dexterity and feeling; frequent repetitive motions; talking, hearing, and visual acuity.
• Frequent lifting (up to 10 pounds of paper supplies or minor office equipment).

Work Environment:
The work environment will be a mix of a typical office setting and occasional exposure to manufacturing floor conditions. Noise Level: Exposure will vary and include normal office noise and potential manufacturing floor noise (e.g., machinery, forklifts.)