Executive Assistant
The Executive Assistant will be responsible for providing high-level, administrative support to the executive team. This includes but is not limited to, managing the schedules, meetings and travel. This position will also support other executives as needed. The role requires that you are highly organized, can juggle many tasks at once, are not easily overwhelmed, and are comfortable interfacing with all levels of internal management and staff as well as outside clients, vendors and candidates in a fast-paced environment. The Executive Assistant maintains and protects highly confidential corporate information, is the first point of contact in person and on calls for executives from internal departments and external clients, and works independently with minimal supervision or direction.
Core Requirements and Responsibilities:
Essential job functions included but are not limited to the following:
Manage and coordinate schedule of meetings, events, and travel for executives supported and, when necessary, members of their team. Ensure supported executives are prepared with all materials and information for meeting, events, and travel.
Compile materials for reports and/or presentations.
Generate reports in Excel and Power Point.
Prepare expense reports in Concur.
Set up appointments and manage executive calendars through Microsoft Outlook.
Assist with the scheduling and logistics for new hire interviews.
Strong attention to detail, follow-up and excellent organizational skills.
Ability to treat sensitive/confidential information with appropriate discretion.
Strong sense of urgency, adaptability, flexibility and resourcefulness.
The ability to function professionally under pressure, while managing multiple concurrent projects and deadlines.
Answers telephones, screens calls and forwards messages in an efficient and courteous manner.
Proven competencies in software applications and programs, particularly Microsoft Office, including Excel, Word, Power Point, and Outlook. Excellent word processing and file management skills.
Good working knowledge of office equipment and procedures including computers, photocopiers, printers, fax machines, mailing equipment, telephone systems, filing systems, etc.
Must possess personal tact, discretion and good judgment. Excellent interpersonal, written and verbal communication skills.
Receives visitors in a courteous and professional manner; determines nature of visit and directs accordingly.
Ability to work afterhours as necessary.
Knowledge, Skills and Abilities:
· Solid working knowledge of Microsoft Office
· Excellent organization skills and oral/written communication skills
· Proven coordination experience is strongly preferred.
Qualifications:
· Bachelor's degree preferred.
Additional Requirements and Details:
· Travel required up to 10% of the time.
· Located and working from an office location.
· Occasional lifting and/or moving up to 10 pounds.
· Frequent repetitive hand and arm movements required to operate a computer.
· Specific vision abilities required by this job include close vision (working on a computer, etc.).
· Frequent sitting and/or standing.
