Position:
Executive Assistant
Job Classification:
Exempt
Assignment Category:
Full Time or Part-time
Department:
Operations
Reports To:
CEO & COO
Salary Range:
$68,640 per year
Job 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 Support
- Manage 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 Coordination
- Analyze 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 Coordination
- Plan 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-Making
- Proactively 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 Administration
- Assist 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 practice
Working 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.