Executive Assistant

Somos is an innovative technology company that is driving the Toll-Free, messaging and larger telecommunications industries into the future. Our core offerings include a broad range of leading-edge solutions that help our customers connect, innovate and grow with confidence.  Somos is a new kind of data solutions provider: we don’t think outside the box; we think like there is no box. We are looking for like-minded trailblazers that have the vision, drive and entrepreneurship needed to generate amazing, real results.

 

The Executive Assistant will ensure the successful operation of the COO and Business Development offices by keeping things running smoothly and efficiently through the cohesive management of multi-tasking and competing priorities.  Must possess exceptional organizational skills and have a keen attention to detail with the ability to prioritize quickly in a fast-paced environment. Must be able to demonstrate initiative with respect to problem solving, present confidence in decision-making, and have the ability to improve processes.

Provide high-level executive administrative support to the COO and the Vice President of Business Development.  Responsible for providing a broad range of strategic and tactical administrative support activities and work with limited direction, executing significant discretion and judgment in all aspects of this role.  Essential that the Executive Assistant be collaborative and present a confident, can-do attitude. 

Essential Function 

  • Schedule and organize complex activities such as internal and external meetings, travel, conferences and department events.
  • Manage and maintain the COO’s schedule/calendar.
  • Arrange corporate travel and meetings, with complete itineraries and agendas.
  • Prepare correspondence, reports, emails, spreadsheets, presentations and other documents.
  • Read and analyze incoming mail, emails, reports and requests to determine significance and respond accordingly.
  • Acts as a liaison with on-site team, off-site employees and outside
  • Manages and maintains filing systems, both electronic and hard copy.
  • Look to improve procedures by evaluating and re-designing processes andimplementing changes.
  • Acts as a project manager for special projects at the request of the COO, which may include: planning and coordinating multiple presentations, disseminating information, creating materials for the
  • Assist team members with group travel bookings.
  • Submit expense reports on behalf the COO and the Vice President of Business Development.
  • Proofreading documents created by COO and other team
  • Facilitate conference and video calls.
  • Attend meetings to record minutes, transcribe and distribute, as requested.
  • Screen and manage incoming calls.
  • Assist other members of the administrative team, when required.
  • Uphold a strict level of confidentiality.
  • Organization: Strong organizational skills are necessary to keep ones self as well as the department or team organized. This includes organizing team schedules, events, and files with a system that makes sense for everyone.
  • Teaming: Ability to work closely with peer administrative team members and others (without regard to level) to meet the needs of constituents.
  • Strategic Planning: Prioritize tasks in order of importance or planning out processes for the entire office to follow. Planning skills also come into play when arranging employee and executive calendars when unexpected cancellations or changes arise.
  • Time Management: Good time management is crutial when supporting multiple team members within a team/organization. Accurately planning daily tasks and the time they will take ensures proper scheduling for all supported.
  • Strong Communication Skills: Excellent verbal and written skills with an ability to effectively work with all levels of the organization and leadership styles.
  • Anticipates Needs: Proven ability to anticipate needs and complete important tasks without being asked.  Take initiative to support business proactively rather than waiting for direction.  

Key Competencies:

Organization:  Strong organizational skills are necessary to keep ones self as well as the department or team organized. This includes organizing team schedules, events, and files with a system that makes sense for everyone.  

Teaming:  Ability to work closely with peer administrative team members and others (without regard to level) to meet the needs of constituents.

Strategic Planning:  Prioritize tasks in order of importance or planning out processes for the entire office to follow. Planning skills also come into play when arranging employee and executive calendars when unexpected cancellations or changes arise.

Time Management: Good time management is crutial when supporting multiple team members withing a team/organization.  Accurately planning daily tasks and the time they will take ensures proper scheduling for all supported. 

Strong Communication Skills: Excellent verbal and written skills with an ability to effectively work with all levels of the organization and leadership styles. 

Anticipates Needs:  Proven ability to anticipate needs and complete important tasks without being asked.  Take initiative to support business proactively rather than waiting for direction.  

Essential Qualifications & Skills 

  • Solid proficiency in Microsoft suite (Word, Excel, Powerpoint, Outlook)
  • Working knowledge of Mac book and Mac operating systems
  • Effective oral and written skills
  • Detail oriented and comfortable working in a fast-paced environment
  • Must have a high level of interpersonal skills and be able to exhibit a high level of confidentiality
  • Self-starter who is able to work independently
  • Excellent organizational skills and ability to complete tasks in a timely manner
  • Minimum of 5 years of related experience in an administrative function


Somos is proud to be an equal opportunity employer and we embrace and celebrate our employees’ differences.  We are committed to building a team that is diverse and represents a variety of backgrounds, perspectives and skills.  Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.

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