Executive Administrative Assistant

What would you do in this role?

SUMMARY STATEMENT:

The Executive Assistant will provide exemplary service to the highest level officers of our corporation. This is a highly confidential position requiring the utmost attention to detail and outstanding professional behavior in fulfilling all responsibilities of the position. The execution of all activities of the Executive Assistant is accomplished in a timely and accurate manner meeting all deadlines.

Responsible to assist the Executives in the Company with general administrative duties including but not limited to; typing letters, answering phones, compiling reports, distributing mail, vacation/sick time tracking, viewing highly confidential information and maintaining confidentiality, documenting and distributing information and follows up on requests as directed. In addition, Executive Administrative Assistant must oversee, track, and maintain daily updates on activities such as; special projects, time sheets, travel, among other items.

TYPE OF SUPERVISION RECEIVED:

Executive Assistant works independently, but closely with Executives. Executive Assistant reports directly to Chief Information Officer.

RESPONSIBILITIES AND DUTIES, Including but not limited to the following:

* Manage day to day calendar and activities

* Support the scheduling and organization of activities such as meetings, travel, conferences, calls, and company-wide events

* Represent the executives by welcoming visitors and answering routine and complex questions when necessary

* Organize and prioritize large volumes of information and calls

* Complete projects and special assignments by establishing objectives, determining priorities, gaining cooperation of others, problem solving, and making adjustments to plans as needed

* Prepare and edit presentations, reports, charts, graphs, etc as well as compilation of information for reports and presentations.

* Responsible for assignments which may be confidential and time-sensitive requiring professionalism and a high degree of judgment

* Maintain and update records

* Order and maintain office supplies

* Create, review, revise, and/or monitor executive/department reports and correspondence

* Performs other duties or projects as assigned

QUALIFICATIONS:

* 3-5 years of executive administrative experience preferred

* Associate's Degree preferred

* Proficiency in Microsoft Office Suite and general computer skills required

* Strong interpersonal and communication skills to effectively interact with individuals at all levels within the company

* Maintain confidentiality and discretion in all dealings with executives and staff

* Ability to edit and proofread communications, accuracy and attention to detail are essential

* Exceptional time management and organization skills to balance multiple priorities

* Demonstrate flexibility to accommodate a fast paced work environment

* 25% travel for company related events as necessary

* Strong written and oral communication skills, ability to multi-task, above average PC Skills using MS Word, Excel, PowerPoint, etc..

* Must demonstrate exceptional organizational skills, ability to complete tasks, team player, and must maintain confidentiality.

* Should possess above average knowledge of company structure, systems, support personnel, and management.

* Must have excellent follow up skills.

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position:

* Problem solving - the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.

* Interpersonal Skills - the individual maintains confidentiality, remains open to others' ideas and exhibits willingness to try new things.

* Oral Communication - the individual speaks clearly and persuasively in positive or negative situations.

* Written Communication - the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.

* Quality Control - the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.

* Planning/Organizing - the individual prioritizes and plans work activities and uses time efficiently.

* Adaptability - the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.

* Dependability - the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve.

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