Executive Administrative Assistant

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Job Purpose

The Executive Administrative Assistant provides a full range of professional administrative support for a senior executive. This position coordinates multiple functions simultaneously in a fast paced environment while utilizing independent discretion and judgment. This position manages the executive's calendar prioritizing key initiatives while optimizing efficiency.

Essential Responsibilities

Conserves the executive’s time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information, developing presentations, and initiating communications.

Coordinates meetings by outlining agenda content, coordinating speaker materials, securing catering services and video conferencing capabilities when needed.

Represents the executive by attending meetings and capturing record of the meeting events and discussions and communicates upcoming deadlines to ensure the timely delivery of information.

Creates and edits documents utilizing Word and Excel and develops PowerPoint presentations.

Welcomes internal associates and external clients by greeting them in person or by phone, answering or directing inquiries.

Acts as a liaison between the executive and all levels of internal staff members and external clients.

Maintains the executive’s appointment schedule by planning and scheduling meetings, conferences and teleconferences. Arranges travel and maintains travel calendar.

Coordinates travel arrangements, including working with others to ensure availability of all necessary accommodations and equipment (e.g. workspace, computer access) while off-site. Processes expenses and reconciles statements.

Organizes and maintains electronic/database information and files complying with firm retention policies. Possesses a working knowledge of corporate policies including compliance, emergency and purchasing policies and others as required.

Researches and resolves issues and identifies opportunities for improvement.

Performs accounting related tasks, reviews monthly budget ledgers and identifies/investigates variances. Prepares and reviews expense reports for compliance with policy.

Creates new and updates current purchase orders in Oracle Financials.

Coordinates department wide town hall and team events, potentially across multiple office locations.

Maintains strict confidentiality, safeguarding privileged information and exercising discretion with sensitive information.

Other Duties

• Handles other duties as assigned.
• May work overtime as needed.
• Performs other duties and/or projects as assigned.

Knowledge, Skills and Abilities

• Excellent interpersonal and customer service skills.
• Demonstrates strong dependability and reliability.

Exhibits a strong work ethic, is capable of taking ownership, and has the ability to independently drive work/projects through to completion.

• Strong ability to maintain confidentiality.
• Demonstrated organizational skills with a strong attention to detail.

Excellent proficiency in Microsoft Office applications to include Word, Excel, PowerPoint and Outlook.

• Excellent written and verbal communication skills.
• Ability to act in a professional and ethical manner at all times.
• Ability to work independently and in a team environment.
• Must be proactive with the ability to manage multiple on-going requests and/or projects.
• Demonstrates excellent judgment/diplomacy.

Ability to work overtime as needed and may be required to respond to requests outside of normal business hours.

Qualifications

• H.S. Diploma or equivalent required.
• Associate's Degree or equivalent work experience preferred.
• 5+ years executive administrative assistance or office management experience required.

Jackson is proud to be an equal opportunity workplace. The Company subscribes to and endorses federal and state laws and regulations relating to equal employment opportunity for all persons without regard to race, color, religion, gender, age, national origin, legally-recognized disability, marital status, legally-protected medical condition, citizenship, ancestry, height, weight, sexual orientation, veteran status, or any other factor not related to the needs of the job. The Company is committed to a policy of equal opportunity. Company facilities and campuses are tobacco-free environments.