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Executive Assistant

Joy Elias Suskin, M.S. Nutritionist
Austin, TX
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

…What are you waiting for?


The Big Picture:

Do you have high-level organization skills and an upbeat positive attitude?

Joy Elias Suskin is currently seeking an Executive Assistant to provide high-quality, professional, and timely executive assistance to the CEO. Strong communication skills are necessary as you will coordinate with staff at all levels in an ever-changing environment. Your ability to remain flexible, inventive, dedicated, and efficient with a high level of integrity and confidentiality is vital to your success in this role.

What will you be doing?

Responsible for providing high quality, professional, and timely executive assistance to Operating Group Leadership.

Meeting Coordination

    Schedule meetings and assure details for rooms, equipment, catering, GoTo participants, etc.
    Work effectively with team member calendars for one-time or repeating meetings
    Prepare material and documents for various meetings and events
    Capture, prepare, and distribute meeting minutes
    Prepare PowerPoint presentations as needed
    Research and set up off-site meeting space

Travel management

    Research and book travel for individuals, as well as coordinate and arrange group travel
    Handle conference and hotel registrations
    Prepare and reconcile travelers’ expense reports in an accurate and timely manner

Events Planning

    Planning, preparation, and coordination of the annual meeting
    Coordinate ticketing and food orders for operating group customers and team member outings
    Plan miscellaneous customer and team building events
    Perform Service Awards planning and preparation
    Spearhead group participation in multiple stewardship and United Way events
    Plan and implement the holiday card and gift mailing
    Research and make restaurant reservations
    Provide business plan development support

Equipment and Supply Management

    Order and track technology items; computers, laptops, tablets, hot spots, and printers
    Reconcile ESA report
    Maintain printers; making maintenance calls and stocking supplies
    Order needed general office supplies

Other Duties as Assigned, Including:

    Sort and distribute mail
    Create UPS shipping labels for team members
    Set up, organize, and manage filing systems to ensure organized paperwork
    Perform contract document comparisons
    Print, assemble, and distribute binders for Mortenson Support Team meeting attendees
    Prepare for new team member arrivals by preparing work space, coordinating orientation, and providing access keys and phone equipment
    Perform apparel ordering
    Conduct EDM invoice processing and obtain approval(s)
    Prepare and distribute HR Action, Traveler and Relocation, and Assignment Notification Forms
    Format and print a variety of documents, presentations, and contracts

How will you succeed?

    Ability to maintain a high level of confidentiality and discretion
    Detail orientation and ability to organize and manage multiple projects
    Excellent organizational and multi-tasking skills, with the ability to be flexible as needed.
    Proficient skills in Microsoft Word, Excel, Outlook and Power Point
    Adaptive, effective communication and active listening skills
    Positive and professional attitude and strong customer service skills
    Active listening skills and effective communication including an openness to diverse input and feedback

Joy Elias Suskin, M.S. Nutritionist


Austin, TX