Executive Assistant

Job description:

Position Summary

AMX Companies is seeking a highly organized, detail-oriented, and proactive Executive Assistant to provide administrative support and assist with the planning, coordination, and execution of company events and employee engagement initiatives. This position plays an important role in supporting daily operations, organizing company functions, and ensuring events are executed efficiently and professionally.

The ideal candidate is dependable, has strong communication and organizational skills, and can manage multiple responsibilities while maintaining a high level of professionalism.

Key Responsibilities

Event Planning & Coordination

• Plan, organize, coordinate, and attend all company-sponsored luncheons, celebrations, employee appreciation events, and other company functions.
• Manage all aspects of event planning, including scheduling, catering arrangements, vendor communication, supplies, decorations, setup, and cleanup.
• Serve as the primary point of contact for event vendors, caterers, and other service providers.
• Coordinate event logistics across company locations to ensure consistency and successful execution.
• Maintain event calendars, track upcoming deadlines, and communicate event details to employees and management.
• Assist with employee engagement initiatives and activities that promote a positive company culture.
• Monitor event expenses and assist with managing budgets and tracking purchases.
• Attendance and active participation in the organization and execution of all assigned company luncheons and events is a required function of this position.

Administrative & Executive Support

• Provide general administrative assistance to company leadership and other departments as needed.
• Assist with scheduling, coordinating meetings, and managing calendars.
• Prepare and organize documents, reports, correspondence, and other administrative materials.
• Communicate professionally with employees, management, vendors, and outside partners.
• Maintain organized records of events, purchases, vendor contacts, and administrative activities.
• Assist with special projects and additional responsibilities as assigned by management.

Qualifications & Skills

• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to multitask, prioritize responsibilities, and meet deadlines.
• Professional, dependable, and able to work independently.
• Strong interpersonal skills and a positive, service-oriented attitude.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
• Previous experience in administrative support, event coordination, or a related field preferred.
• Ability to maintain confidentiality and exercise sound judgment.

Schedule & Work Expectations

• This is an hourly, non-exempt position.
• Regular attendance and punctuality are essential.
• Must be available to organize, coordinate, and attend all assigned company luncheons, employee events, and company functions.
• Flexibility in scheduling may be required based on event needs, including occasional work outside regular business hours.
• May require travel between company locations for event coordination and execution.
• All hours worked, including required event attendance, setup, and cleanup, must be accurately recorded and will be compensated in accordance with applicable wage and hour laws.

Additional Expectations

The Executive Assistant is expected to take ownership of assigned events from initial planning through completion, ensuring all details are handled in a timely, organized, and professional manner. The individual must be willing to assist wherever needed and contribute to a positive, welcoming environment for employees and guests.

AMX Companies reserves the right to modify or assign additional duties based on business needs.

Work Location: In person