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Executive Assistant
Job
Total Staffing Solutions
Cincinnati, OH (In Person)
$50,000 Salary, Full-Time
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Job Description
Position Summary We are seeking a highly organized, detail-oriented Executive Assistant / Office Administrator to support senior leadership while ensuring the smooth day-to-day operation of our office. This role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, dependable, polished, and takes pride in maintaining an organized, professional workplace. This position serves as a key administrative resource for leadership and staff while helping create an efficient and welcoming office environment. Essential Responsibilities Executive & Administrative Support Provide direct administrative support to Managing Partners and executive leadership. Manage and coordinate 12+ calendars, including scheduling, confirming, and prioritizing meetings. Arrange and coordinate travel, lodging, and itineraries as needed. Prepare and submit expense reports and credit card reconciliations. Manage email inboxes, correspondence, and document organization. Answer and direct incoming phone calls professionally. Maintain electronic and physical filing systems. Draft emails, letters, reports, and other business documents. Update and maintain contact databases and CRM systems. Office Operations Ensure the office operates efficiently and maintains a professional appearance at all times. Manage office, kitchen, and breakroom supplies, including ordering, stocking, and inventory management. Keep refrigerators, coffee stations, and common areas organized and fully stocked. Coordinate and order weekly corporate lunches and occasional catered events. Assist with general office housekeeping and organization, supplementing janitorial services as needed. Receive, sort, and distribute mail and packages. Prepare outgoing shipments and coordinate courier services. Run occasional business-related errands. Meeting & Event Coordination Schedule, prepare, and coordinate internal and external meetings. Prepare meeting agendas, materials, presentations, and supporting documentation. Set up and break down conference rooms and meeting spaces. Coordinate visitor schedules and ensure a positive guest experience. Technology & Onboarding Support Assist with basic technology troubleshooting for leadership and office staff. Support employee onboarding activities and administrative processes. Maintain electronic records and document archiving systems. Qualifications Associate's degree preferred or equivalent work experience. 5+ years of administrative, executive assistant, office management, or related experience. Experience supporting multiple executives and managing complex scheduling demands. Advanced proficiency in Microsoft Office Suite. Experience with CRM platforms (HubSpot preferred) and other business software. Strong written and verbal communication skills. Exceptional attention to detail and follow-through. Ability to prioritize competing demands and meet deadlines. Ability to work independently while maintaining a high level of professionalism and discretion. Comfortable interacting with individuals at all levels of the organization. Professional Expectations Ability to work on-site Monday through Friday during regular business hours. Professional, polished appearance appropriate for a traditional, client-facing business environment. Positive attitude, strong work ethic, and willingness to assist wherever needed. Ability to maintain confidentiality and handle sensitive information with discretion. Physical Requirements Prolonged periods sitting at a desk and working on a computer. Ability to move throughout the office and occasionally lift office supplies or packages.