Executive Assistant

General Purpose

Perform a broad range of administrative activities in support of an executive(s) and associated business division. Possess advanced technical proficiency with a variety of tools, software applications, and/or databases. Prepare and perform general analysis on spreadsheets and reports, maintain records, and create and/or assemble presentation material. Disseminate information to internal staff and external contacts. Perform duties requiring knowledge of office equipment, vendors/suppliers, company services and structure, internal resources, and/or business continuity. Document processes and procedures. May organize special events and/or coordinate special projects. Provide budget support by reviewing and submitting standard expenditures. May function in a lead capacity to coordinate and direct the work of other administrative staff, serve as a resource in complex situations, and coach/mentor administrative staff. Work independently with minimal direction and demonstrate strong detail orientation. Perform tasks, including those of a confidential nature, using judgment and discretion.

Job Duties and Responsibilities

• Manage inbound and/or outbound telephone calls or emails; take messages/transfer calls or forward/respond to emails as appropriate
• Schedule and coordinate meetings, conference calls, web meetings, and other executive events. Reserve meeting space and ensure availability of audio visual and other ancillary equipment and materials, if required
• Coordinate in-office and offsite meetings, lunches, and events as needed
• Compose, assemble, review, edit, and maintain documentation such as spreadsheets, presentations, emails, memos, reports, and other materials while ensuring grammar, punctuation, spelling standards, and internal style guidelines are maintained
• Produce and distribute scheduled and ad-hoc reports
• Administer expense reporting
• Assist with budget administration
• Handle incoming and outgoing mail and faxes
• Maintain databases and filing systems, whether electronic or paper
• Order and maintain inventory of appropriate office and meeting supplies
• Cross train with others and train others on operational aspects within their scope of responsibility
• Provide highly skilled administrative support and assist with tasks when requested by various business units
• The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required

Education and Experience

• High school diploma or equivalent
• 4 to 6 years of progressively higher administrative work experience
• Project coordination experience preferred
• Experience supporting executive roles preferred
• Certification and/or License - may be required during course of employment

Knowledge, Skills, and Abilities

• Advanced knowledge of and skill with Microsoft Office Suite and company computer systems
• Able to demonstrate customer service skills in a courteous, professional, and helpful manner
• Able to respond courteously and efficiently to inquiries, complaints, and requests
• Able to communicate clearly and effectively, both verbally and in writing
• Able to interact positively and work effectively with others (interpersonal skills)
• Able to maintain confidentiality of information
• Able to problem solve
• Able to work with accuracy and attention to detail
• Able to multi-task
• Able to organize time, energy, and resources effectively to achieve goals (i.e., organizational skills)
• Able to perform tasks and duties with minimal direction
• Must be able to read, write and speak English

An Equal Opportunity Employer including Disabled/Veterans