Executive Assistant

Job description

·  Job Description:

Summary

You will join a team of EA's providing administrative support to our senior leaders. Coordinates highly complex or confidential area activities such as confidential upper management meetings or conference calls. Performs specialized highly complex administrative duties, as appropriate for the department. May be required to possess specific functional area knowledge to understand business context and provide added support value. Provides work guidance or assistance to less experienced personnel.

Essential Job Functions

·  Maintains and coordinates manager's schedule; schedules appointments with company employees and clients; ensures schedule is feasible and makes efficient use of manager's time.
·  Performs highly complex and/or confidential office duties for department in word-processing, photocopying, faxing, report generation, and filing of confidential documents. Provides complex, specialized administrative support such as maintaining databases, compiling and analyzing data, preparing reports/presentations to identify and convey results and trends, advanced graphic design and advanced power point presentation support, when needed.
·  Schedules meetings between two or more business units/functional areas on complex matters. Reserves conference rooms as appropriate; coordinates complex, highly confidential specific business unit/functional area activities as appropriate.
·  Oversees the coordination of outgoing department correspondence. Creates confidential original correspondence; assembles, addresses and mails documents to meet business needs. May assist in creating pertinent department documentation for employees and resolving issues to ensure employee requirements are met and appropriate guidelines are adhered too.
·  Maintains requisition and advertising logs and participates in orientation programs to inform new hires of administrative services. Answers incoming calls, researches and responds to inquiries, and escalates and/or routes calls to appropriate personnel as necessary.
·  Coordinates complex travel arrangements for manager and employees that require upper management approval. Ensures accuracy of travel dates and reserves appropriate accommodations to facilitate travel convenience for concerned parties.
·  Distributes confidential documents to department employees such as faxes, staff calendars, or proposal responses; photocopies documents as necessary to ensure that documents are received by authorized personnel.
·  Provides leadership and work guidance to less experienced personnel.
·  Serves as a liaison and/or initial point of contact for internal and external clients to ensure that specialized administrative functions are performed in a timely manner.
·  Conducts various analytical special projects, especially involving budgets and preparations for Board and senior management meetings. May prepare special reports, such as insurance, COBRA, OSHA or manpower, as needed.
·  Assists, or is primarily responsible for the administration of a specified travel function (Travel Only - 20% of job).

Basic Qualifications

·  High school diploma
·  Six or more years of administrative assistance experience
·  Experience working with writing styles such as grammar, sentence form, and structure
·  Experience working with functional area goals, practices and procedures

Other Qualifications

·  Leadership skills to guide and mentor the work of less experienced personnel
·  Strong office equipment skills such as faxing and photocopying
·  Strong personal computer and business solutions software skills
·  Strong communication and interpersonal skills for communicating with internal and external personnel of all levels
·  Strong organizational skills to balance work and prioritize tasks
·  Strong skills in utilizing presentation and database software and preparing presentations
·  Ability to keep sensitive and confidential material private
·  Ability to create and maintain formal and informal networks
·  Ability to work independently with minimal supervision

Work Environment

·  Office environment