Executive Assistant

Position:Executive AssistantJob Classification:ExemptAssignment Category:Full Time or Part-timeDepartment:OperationsReports To:CEO & COOSalary Range:$68,640 per yearJob Description Summary:Oceania International is a rapidly expanding e-commerce company with a diverse portfolio of brands, including Omtech, Gunnr, AHM, Wilprep Kitchen, Kyoku Knives, Birch Hunters, and Zumi Access. As we continue to grow we are seeking an Executive Assistant with a strong background in executive support and a keen ability to manage administrative tasks.The candidate should excel in a fast-paced environment, possess excellent communication skills, and demonstrate a strong ability to manage complex schedules and priorities. The role involves providing administrative support, managing communication, and ensuring effective information management.Main Responsibilities/Functions:Executive Administrative SupportManage and prioritize the CEO and COO's calendars, appointments, and schedules.Arrange domestic and international travel, including accommodations and detailed itineraries.Prepare, review, and organize documents, reports, and presentations for executive meetings.Handle and screen incoming calls, emails, and communications on behalf of the executives.Draft, edit, and proofread correspondence, official communications, and reports.Act as a liaison between executives and internal/external stakeholders.Occasionally run business-related/ non-business related errands for the CEO and COO.Operations & Project CoordinationAnalyze sales data and generate reports to support executive decision-making.Manage CRM systems, ensuring data integrity and accuracy.Monitor inventory accuracy and coordinate logistics as needed.Support special projects and strategic initiatives, ensuring timely execution.Conduct market research and data analysis to provide valuable business insights.Event & Meeting CoordinationPlan and organize meetings, events, and conferences, ensuring smooth execution.Coordinate logistics and prepare agendas, materials, and minutes for executive meetings.Facilitate internal communication and collaboration across teams.Problem-Solving & Decision-MakingProactively identify and address challenges before they escalate.Make informed decisions on behalf of executives when necessary.Continuously seek opportunities to improve efficiency and workflow.IT Support & Office AdministrationAssist employees with basic IT troubleshooting, including hardware, software, and connectivity issues.Ensure office systems are updated with the latest technologies and software applications.Manage user access, accounts, and security settings to maintain system integrity.Support office technology operations, including printers, video conferencing tools, and network systems.Coordinate IT maintenance, software updates, and vendor support as needed.Qualifications:Required:Bachelor's degree or equivalent experience in executive support or administrative roles.Proven experience in a high-level executive assistant role.Strong organizational, prioritization, and multitasking abilities.Excellent written and verbal communication skills.High level of professionalism, discretion, and confidentiality.Ability to adapt to changing priorities and work in a fast-paced environment.Strong problem-solving and decision-making capabilities.Proficiency in Microsoft Office Suite, CRM software, and data analysis tools.Solid proficiency in IT troubleshooting and support, including hardware, software, and network issue resolution.Preferred:Additional qualifications in business administration, project management, or a related field.Experience in sales data analysis and CRM management.Prior experience coordinating logistics and travel arrangements.Familiarity with cloud-based collaboration tools and IT security best practiceWorking Conditions and Physical Requirements:There are prolonged periods of sitting, standing and working at a computer and on the phone with a headset.Traveling may be required.

Created: 2025-04-30