EXECUTIVE ASSISTANT 3

Position Summary:

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.

Position Responsibilities 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.

Prificient 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.

People Management: No

Physical Requirements / Work Environment:

Must be able to perform essential responsibilities with or without reasonable accommodations

Reports To: CEO / CFO

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 about individuals with disabilities.