Perform a variety of administrative/clerical functions in working with the executive including:
Provides extensive phone coverage and follow-up calls; sets up conference calls.
Coordinates all paperwork necessary for the executive to review and approve in a timely manner, i.e. travel and expense reports, personnel requisitions, vendor contracts, and invoices
Assist with presentations, spreadsheets and other administrative functions.
Responsible for coordinating all travel arrangements to include coordinating flights, car rentals and accommodations
Establish and maintain a process to ensure projects, calendars and e-mails are being managed effectively.
Complete research and executive summaries as requested.
Maintains accessible filing system.
Maintains and ensures office is orderly including reception area, conference room reservations, greeting of
visitors, maintaining the kitchen.
Organize, order, set up and cleanup of Executives breakfasts and luncheons.
Answers and screens telephone calls and routes them to proper area.
Coordinates weekly, bi-weekly, monthly meetings and prepares meeting agendas and minutes as necessary.
Schedules and maintains outlook calendar of appointments, meetings, travel itineraries and coordinates related
arrangements.
Purchase corporate gifts as requested (i.e. Birthdays, Special Situations, Holidays).
Prepares Expense Report reconciliations.
Maintains Executive's and Director's paid time off.
Coordinates office functions.
Oversees and handles a wide variety of situations and tasks involving the clerical and administrative functions of the office
Utilize discretion in dealing with confidential information.
Able to communicate and work well with all levels of organization (i.e. middle management, customers, and suppliers).
Able to work independently with minimal supervision.
Perform other work related duties and special projects as assigned.
Qualifications
EDUCATION:
High school education or equivalent required. Bachelor’s degree preferred.
EXPERIENCE:
At least five years professional experience in an administrative assistant role, in a corporate environment
Must have experience in supporting multiple individuals
KNOWLEDGE:
Expert in the use of Microsoft Applications Outlook, Outlook Calendar, Excel, PowerPoint, Word; Visio knowledge a
plus
Must be familiar with the Internet to perform research as needed
SKILLS:
Excellent communication skills (verbal and written) required
Exceptional attention
