Executive Assistant

SUMMARY

The Executive Assistant provides administrative support to the Chief Executive Officer and other high-level executives within Gemini. This role will serve as an extension to leadership, providing friendly, and confidential assistance in a fast-paced environment including coordinating team activities, communications, and overall being a key partner to the team. As an Executive Assistant, success in this role is dependent on superior attention to detail and the ability to manage multiple competing priorities is critical. A high level of integrity and discretion in handling confidential information is essential for success in this role.

Your ability to anticipate executive schedules with a forward-thinking mindset while simultaneously offering input and ideas for efficiencies will establish you as a trusted partner.

EXPECTATIONS (Duties and Responsibilities):

• Provide comprehensive administrative support to the President/CEO and the Executive Team.
• Represent Gemini with a high level of integrity and professionalism.
• Adhere to Gemini’s policies and support management decisions and goals in a positive, professional manner.
• Provide receptionist support and serve as the professional first point of contact for clients, vendors, and visitors.
• Foster a positive and supportive work environment, contributing to a culture of teamwork and collaboration.
• Manage and prioritize executives' calendars, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and prioritize incoming requests, emails, and phone calls, ensuring timely responses and follow-ups.

• Prepare and submit Expense Reports as requested.
• Anticipate needs and independently initiate and implement processes to manage projects, information flow, and administrative operations.
• Support special projects as needed, with a willingness to adapt to changing priorities in a fast-paced environment.

• Responsible for routine tasks such as ordering office supplies, picking up and distributing the mail, overseeing the calendar for pool vehicles, managing reservations for company owned cabin, etc.
• Exercise strong judgment and discretion with confidential information.
• Prepare correspondence, reports, presentations, and other documents as requested by executives.

• Attend meetings, take minutes, track action items, and proactively assemble the appropriate people and resources for effective follow-up
• Keep track of important dates such as work anniversaries, birthdays, etc.

• This description is not meant to be all-inclusive and may be modified from time to time at the discretion of management.