Executive Assistant

Description

Executive Assistant

Reports to: Publisher

Job Type: Full-time

FLSA Classification: Non-Exempt (Hourly)

Job Summary: The Executive Assistant will be responsible for providing administrative support, managing schedules, coordinating meetings, and assisting with various projects to ensure the publishing team’s productivity and efficiency.

Essential Job Functions:

• Manage and organize executive and publishing calendars, ensuring efficient time management and scheduling of appointments, meetings, and events.
• Prepare and organize meeting agendas, take notes during meetings, and ensure follow-up on action items.
• Act as a liaison between publishing team and internal/external stakeholders, handling correspondence, calls, and inquiries professionally.
• Coordinate and schedule travel arrangements, including flights, accommodations, and itineraries.
• Prepare and edit reports, presentations, and other documents for executive meetings.
• Handle confidential and sensitive information with integrity and professionalism.
• Assist in the preparation and organization of special events, conferences, and team-building activities.
• Maintain and organize files, records, and other office documentation.
• Assist with ad-hoc tasks and projects as needed, providing support to various departments.

Requirements

Requirements:

• Proven experience as an Executive Assistant or in a similar administrative role.
• Exceptional organizational and multitasking skills with a high level of attention to detail.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
• Strong problem-solving skills and the ability to adapt to changing priorities.
• Positive, can-do attitude with a proactive approach to task management.
• Ability to work independently and as part of a team in a fast-paced environment.

Preferred Qualifications:

• Associate or Bachelor’s degree.
• 5+ years in an Executive Assistant or Administrative Assistant role.
• Familiarity with the company’s products and services or industry experience.

Physical Requirements/Demands:

• Must be able to be stationary (sit or stand) for durations of time
• Work performed in an office environment and requires the ability to operate standard office equipment.
• If work is performed in a remote setting (home), must have a designated area for work to maintain focus and professionalism, and a stable internet connection.
• Must have the ability to lift and carry small parcels, packages, and other items, and to walk short distances.

Whitaker Corporation is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Whitaker Corporation will take steps to assure that people with disabilities are provided with reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact Matt Reiner at 724-334-7000 ext 214.