Executive Assistant IV

Job Title: Executive Assistant IV
Duration: 12 Months
Location: Atlanta, GA 30354
Schedule: 8:00 AM – 5:00 PM (1 hour of lunch time)

Qualifications:
Minimum Qualifications
• High school diploma or equivalent required.
• Prior experience operating in an Executive Assistant role, (5 years direct experience, 10+ years work experience in related roles)
• Demonstrated proficiency in typing and digital system management
• Advanced skills in Microsoft Office Suite, particularly Outlook, Teams and Word, with working knowledge of Excel and PowerPoint strongly preferred.
• Strong written and verbal communication skills, with the ability to effectively interact with employees at all levels, including senior leadership and external partners.
• Proven interpersonal skills with the ability to coordinate and influence activities across teams.
• High attention to detail, ensuring accuracy in documentation, communications, and deliverables within established timelines.
• Ability to manage and coordinate multiple priorities across projects involving diverse stakeholders, including internal teams and external vendors.
• Strong organizational and prioritization skills, with the ability to work independently, manage competing demands, and operate effectively with minimal supervision.
• Demonstrated ability to establish and improve administrative processes, workflows, and office procedures.
• Internal candidates must be in good standing and performing satisfactorily in their current role.
• Where permitted by applicable law, candidates must be fully vaccinated against COVID-19 by the date of hire (applies to U.S.-based roles for external applicants).
 
Responsibilities:
Job Description
The Administrative Assistant provides high-level support to three (3) Managing Directors within companies Integrated Marketing and Channels organization. This role requires strong organizational, communication, and problem-solving skills, along with the ability to manage confidential information and operate effectively in a fast-paced, dynamic environment.
 
This individual will collaborate closely with other administrative professionals within the Marketing and Product organization as well as across the broader company.
Key Responsibilities (not exhaustive):
• Executive Support & Calendar Management
o Manage complex calendars, including scheduling meetings, coordinating priorities, and arranging domestic and international travel.
o Anticipate scheduling conflicts and proactively adjust to optimize executive time.
• Communication & Stakeholder Management
o Serve as a primary point of contact for internal and external stakeholders; screen calls and visitors with professionalism and discretion.
o Handle and resolve routine and sensitive inquiries independently where appropriate.
• Meeting & Event Coordination
o Coordinate meeting logistics including conference room bookings, virtual setup, materials preparation, and catering.
o Capture and distribute meeting notes, action items, and follow-ups.
• Administrative & Operational Support
o Draft, edit, and format correspondence, presentations, and reports.
o Support internal processes and contribute to improving administrative systems and team workflows.
• Financial & Systems Administration
o Prepare and submit expense reports, vouchers, and invoice approvals in a timely and accurate manner.
o Manage IT requests and other internal system needs for executives.
• Team & Culture Support
o Assist in planning and executing team events, offsites, and engagement activities.
o Support visitor management (including VIP badges and tours), and contractor ID renewals.
• Compliance & Workplace Operations
o Ensure adherence to company policies, procedures, and safety practices in all administrative processes.
 
Job Qualifications - Preferred
• Knowledge of corporate business processes and procedures such as payroll, benefits, reimbursements and expense reporting, purchasing and departmental budget is preferred.
• Aptitude to learn new and emerging systems and tools to drive efficiency and collaboration for support. 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.The pay rate for this position is $36.23/hr.