Job Description
The Executive Assistant will assist top level executives with executive level administrative support such as providing clerical administration, receiving clients and visitors, arranging travel and correspondence, managing executive's meetings and calendar, developing and preparing presentations and reports, and scheduling meetings. May also be responsible for training and supervising lower-level clerical staff.
May include:
Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments
Answer and direct calls to appropriate executives and parties and take messages when needed
Greet visitors
Open, sort, and distribute correspondence, including email, faxes, and snail mail
Read and analyze submissions, letters, agendas, memos and determining significance; forward appropriate personnel in a timely and efficient manner
Prepare reports, collect and analyze information and prepare presentations
Develop and utilize historical information
Record meeting discussions and provide minutes
Maintain inventory of office supplies and anticipate office supply needs; place orders when necessary
Ensure operation of office equipment, order maintenance when necessary
Proficient in Access, MS Word, Excel, Outlook
Coordinate finances and assist with budget preparation
Train clerical staff in policies and procedures and arrange for the set-up of new computers for new employees
Prepare executive responses to routine memos, letters, or correspondence
Provide clerical and general office support to other offices
Delegate tasks and responsibilities to other staff members when appropriate
Interact with customers when appropriate and problem solve any issues they might have
Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention
Perform additional duties as required
Nature & Scope:
Applies advanced knowledge of job area typically obtained through advanced education and work experience
Manages projects and processes while working independently and with limited supervision
Coaches and reviews the work of lower-level professionals
Problems faced are difficult and sometimes complex; takes a new perspective on existing solutions
Knowledge & Skills:
Possess a strong work ethic - polished/poised and resourceful
Strong relationship building and interpersonal skills
Exceptional written and verbal communication skills
High proficiency in Word, Excel and PowerPoint required
Tremendous attention to detail
Possess the ability to interact professionally with internal and external personnel throughout the Company
Exhibit an excellent sense of discretion regarding highly sensitive and confidential information
Possess the ability to learn quickly, work independently and prioritize multiple tasks in a deadline driven environment
Experience:
8+ years
Education/Certification:
Associate's degree in business / related field or Bachelor's degree
Light Accounting and Proficiency in MS Office
People Management: No
Physical Requirements / Work Environment:
Must be able to perform essential responsibilities with or without reasonable accommodations
Reports To: CEO / CFO / SVP
Qualified Applicants must be legally authorized for employment in the United States. Qualified applicants will not require employer sponsored work authorization now or in the future for employment in the United States.
The Company provides equal employment opportunity to all employees and applicants regardless of a person's race, color, religion (including religious dress or grooming practices), creed, national origin (including language use restrictions), citizenship, uniform service member or veteran status, ancestry, disability, physical or mental disability (including HIV/AIDS), medical condition (including cancer and genetic characteristics), genetic information, request for protected leave, marital status, sex, pregnancy, age (over 40), sexual orientation, gender, gender identity or expression, political affiliation, or any other characteristic protected by law. The Company will comply with all federal and state regulations and statutes pertaining to individuals with disabilities.
Job Tags
Work experience placement,