Executive Assistant

Duties and Responsibilities:

Business Professionalism

Exhibits polite and professional communication internally and externally, via phone, email, and mail

Demonstrates a reputation of resourcefulness, leadership, and positive influence

In accordance with the Executive's guidelines, make proactive decisions on behalf of the Executive that do not require their direct, personal attention.

Develops other administrative support staff by providing information, shared learning opportunities and growth opportunities

Customer and External Contacts

Receive, screen and coordinate telephone calls, emails and/or instant messages to include transferring, message taking and coordinating calls via conferencing

Arrange visitor schedules, access, and provide general visitor hospitality support

Receive and route customer inquiries, complaints, and requests

General Administrative Assistance

Provide standard business administrative support using MS Office / business applications:

Manage the Executive's schedule, calendars, and appointments

Arrange travel and manage travel expense reporting compliant with Travel/Expense Policies

Create and maintain team email distribution lists

Organize (using 3P format) and schedule meetings

Process and track all work team PTO, Travel and Remote Work/WFH requests

Review drafts and final documents for spelling, grammatical and standard formatting corrections

Meeting & Event Planning and Support

Arrange conference room booking, room setup and breakdown, attendee invitations, catering and ICT support needs for all work team events

Provide content presentation and meeting support using a laptop for in-person meetings

Provide content presentation and meeting support using WebEx for virtual meetings

Manage recurring events notices and changes (Location, WebEx information, invitation lists, recurrences, shared content)

Office Administration

Ensure security, integrity and confidentiality of all data and information

Maintain, update, and ensure work team compliance with own function policies and procedures; support dissemination of enterprise-wide policies and procedures

Manage team office supplies inventory

Manage team non-office supply inventories (e.g. Labor uniforms, promotional & recognition items, etc.)

Provide single point of contact to the work team for all company office standards (i.e. Policies, procedures, templates, etc.)

Ensure maintenance of all office equipment (Printers, shredders, projectors, etc.)

Create and manage purchase requisitions, purchase orders, invoices, and current status of accruals against budget

Departmental Work Team Support

Coordinate and maintain new employee onboarding and orientation materials and provide training

Support the Executive with coordination of employee off-boarding process in coordination with HR

Provide support to project work teams within the organization and across other AWPC teams

Maintain and ensure compliance with work team timekeeping policies

Coordinate tracking of permanent and temporary labor and timekeeping

Other Responsibilities (Organization Dependent)

Manage backfill of permanent labor with temporary contractors during long term absences

Manage relationships, invoices and payments with vendors and service providers per corporate policies

Take and transcribe dictation as required

• Excellent oral and written communication skills as a member of a professional leadership team