Executive Administrative Assistant
The Executive Administrative Assistant, provides high level administrative support and will ensure that all administrative functions are processed and completed in a timely and efficient manner. To be successful in this role, the individual must be energetic, self-motivated, possess strong interpersonal and problem-solving skills, well-organized, and have great time management skills. The individual is expected to provide professional and high level support to Ownership and Senior Management.
Essential Functions:
- Act as point of contact among Ownership, Senior Management, employees, and external contacts.
- Support the assigned Executives in all daily activities.
- Answer the telephone with the utmost professionalism, urgency, screening, and prioritizing calls.
- Coordinate their time with the Administrative Office Manager to ensure proper coverage for assigned departments.
- Distribute mail and fax correspondence.
- Prepare and maintain departmental reports (hardcopy and electronic) as directed by Department Head.
- Monitor and track attendance grids and all requests for time off from Senior Management and ensure their accuracy and validate results through audits of internal records and timekeeping system reports.
- Inventory maintenance and draft purchase requisitions.
- Manage Executives' calendars and set up meetings as assigned.
- Take and transcribe minutes for assigned meetings.
- Reconcile Travel and Expense forms and Corporate Card Statements as assigned
- Coordinate travel and accommodation arrangements for Executives and other members of the department identified and approved by the Executives.
- Create memorandum based off of dictation or write draft copy for review and distribute items to Senior Management.
- Maintain office equipment (fax, copier, audio visual equipment, etc.)
- Record and file maintenance of all associates within the department.
- Independently research a wide variety of information requests from the Department Head.
- Analyze complex trends within the department's operational area as requested by the Department Head.
- Creation and maintenance of spreadsheets for use in daily statistical analysis.
- Create and maintain spreadsheets, flowcharts, calendars, schedules, and organizational charts.
- Correspond with External and Internal Vendors in a professional and courteous manner.
- Train new Administrative Staff on Company policies, organization charts, Microsoft software, etc.
Knowledge & Skills:
- PC knowledge, preferably experience with Microsoft Office.
- Ability to handle confidential information responsibly and professionally in accordance with departmental policies.
- Excellent written and verbal communication skills
- Outstanding organizational and time management skills
- PC skills (Microsoft Office and Adobe Acrobat) essential
- Ability to work autonomously, prioritize assignments, and follow up with colleagues to ensure the completion of assigned tasks
- Ability to demonstrate a thorough understanding of administrative-related functions.
Education & Work Experience:
- High School Diploma or equivalent certificate required.
- Associate's degree from an accredited college or university preferred.
- Minimum of 5 years of related experience is preferred.
We are an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sex, national origin, age, sexual orientation, color, ancestry, familial status, marital status, veteran status, genetic information and physical and mental disabilities and any other characteristic protected by law.
