Executive Administrative Assistant

Job Description

POLING presents a unique opportunity for the right candidate. If you are the best, this firm is for you. Our reputation is steeped in tradition and dedication to obtaining outstanding results, a teamwork environment, and unrivaled client service.

This position requires a proactive personality with unparalleled organizational ability and effective time management skills. Strong communication skills are a must!

The Executive Administrative Assistant is responsible for providing support to Firm leadership in his day-to-day office activities. This individual will represent leadership internally and externally through written and verbal communications.

Must be able and willing to work in our downtown Columbus, Ohio office 5 days a week during normal business hours.

Job duties include:

Maintain executive calendars, including but not limited to: management of schedules, quickly responding to schedule changes, coordinating multiple schedules to align availability, scheduling meetings and coordinating associated logistics.

Maintain confidentiality of leadership’s communication, cases, and work.

Coordinate travel including the booking of all flights, hotels, car rental, etc.

Create Microsoft PowerPoint, Excel and Word documents and presentations.

Utilize dictation software to create documents and spreadsheets.

Manage and prioritize multiple projects simultaneously while meeting deadlines.

Screen incoming calls/inquiries and handle independently where possible.

Other administrative support duties as assigned.

The ideal candidate will possess:

Bachelor’s degree, preferred, or equivalent combination of education and professional experience preferred.

6-8+ years of executive administrative assistant experience in a related field preferred.

Self-directed; ability and willingness to problem-solve and apply creative solutions.

Proficient verbal and written communication skills

Work proactively, learn and adapt quickly, and enjoy working in a fast-paced and changing environment.

Ability to interface with employees at all levels.

Ability to escalate issues when necessary.

Strong time management and prioritization skills.

Ability to learn and use dictation programs

Detail-oriented and able to work with a high level of confidentiality, experience using discretion.

Proficient in Microsoft Office programs and Outlook

Flexible in approach; Ability to work extended hours when required.

Ability to anticipate the needs of leaders and manage multiple tasks at a time.

Ability to comply with Best Practices and adhere to deadlines while consistently displaying proficiency in all verbal and written communications.