Position Summary:

 

The Executive Assistant position will be handling high level confidential information; therefore, the successful candidate will be expected to maintain strict confidentiality, exhibit discretion and professionalism in all activities, always reflecting the values and culture of the organization. The individual must be dynamic, highly motivated, a quick thinker, possess excellent judgment and have the ability to complete tasks and projects quickly, with little to no guidance, anticipate business needs and prepare accordingly and react with appropriate urgency to situations that require a quick turnaround.

 

Position Responsibilities: Executive Assistant: Essential

 

• Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in area of responsibility within guidelines established by Executives this position supports.
• Composes correspondence and memoranda, prepares graphs, tables and manuscripts, presentations, mass communications, prepares reports and presentation materials
• Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with policies and guidelines
• Receives, classifies, reconciles, consolidates, and/or summarizes documents and information
• Compiles data from reports using required knowledge of departmental, project, and/or policies and procedures
• Accountable for data entry and accurate and timely submission of data for processing in various systems as needed
• Coordinates meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes
• Screens calls and emails and receives and directs visitors
• Retrieves information from departmental, and/or project records and produces reports with analysis.
• Regularly handles the highest level of confidential information and sensitive issues
• Participates on project teams or works with project teams as needed
• Sort and distribute mail and draft written responses or replies by phone or e-mail when necessary
• May maintain or reconcile financial records/reports
• Responds to regularly occurring requests for information
• Other duties as assigned

 

Essential Skills/Credentials/Experience/Education

• Candidates must have 7 years or more of experience supporting others or office management
• High school diploma or GED required
• Strong communication skills (both listening and speaking)
• Strong organizational skills (record keeping, time management, follow up)
• Excellent attention to detail and sense of urgency, with an emphasis on quality of work and customer service
• Intermediate knowledge of the Microsoft Office Suite (Word, Excel, PowerPoint, Access and Outlook)
• Dedicated to meeting the expectations and requirements of the external and internal customer, by acting with customer in mind, establishing and maintaining effective relationships, and gaining their trust and respect
• Relates well to all kinds of people inside and outside of the organization with diplomacy and tact
• Must be flexible, and willing to assume new projects

Preferred Skills/Credentials/Experience/Education

• Associates or bachelor’s degree in Human Resources or similar field
• Experience with Adobe Creative Suite (Photoshop, InDesign and Illustrator) a plus
• Previous experience supporting corporate executives
• Technology savvy

Mental and Physical Demands: (per ADA guidelines)

 

Physical Demands:

• Sitting for long periods of time. Occupation requires this activity more than 66% of the time

(5.5+ hrs/day)

Posted On: Friday, December 27, 2024