This position is responsible for the daily administrative task to support the Vice President and the team.
Essential Job Functions:
Represent your supporting parties both internally and externally and interface with staff at all levels with a high level of professionalism and in a manner that reflects positively on the organization. Compose, modify and proofread correspondence, reports or presentations.
Handle sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the operations of the company
Prepare Word, Excel, PowerPoint presentations, agendas, reports special projects and other documents in support of departmental operations and objectives.
Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff. Prepare expense reports in Concur business travel and expense management software system.
Compose, modify and proofread correspondence, reports or presentations. Design general correspondence, memos, spreadsheets and presentations. Manage all mail and package shipping duties – incoming and outgoing (internal & external).
Maintain daily calendar of meetings and events.
Manage general administrative activities such as arranging complex domestic and international travel and accommodations, preparing, processing and reviewing expense reports, and arranging logistics and catering for internal meetings on a cost efficient basis.
Coordinate management committee meetings and related administrative needs such as, meeting scheduling, logistical planning, preparing and circulating documents, capturing and chasing action items.
Schedule a high volume of meetings with other senior-level executives and vendors in a global setting across multiple time zones.
Ensure filing is updated
Skills and Attributes:
Intelligent and ambitious – always willing to tackle issues that result in smart, efficient solutions.
Commitment to excellence – perform duties at highest level possible on a consistent basis.
Excellent communicator – able to interact with people of all levels in a confident, professional manner.
Demonstrate ability and temperament to work with sensitive information.
Team player – have team-oriented experience and approach and enjoy working as part of a team.
Service focus – dedicated to meeting the expectations of the President and other senior executives and maintaining effective relationships with vendors and consumers by executing deliverables to the highest standards.
Business sense – has a strong business sense, is able to decipher priorities and make sound judgment calls when needed.
Ability to juggle several tasks at once, prioritize, plan and manage one’s own time and activities.
Self-starter who has an appetite for learning and is driven to excel and grow and willing to step outside of the job description.
One who takes constructive feedback in stride and incorporates feedback quickly.
Creative, methodical, and organized with excellent attention to detail.
Flexible attitude, hard-working, cost-conscious and results-driven.
Someone who will be committed to the company and will positively contribute to the President’s and the company’s overall image and success.
High School Diploma required. College preferred.
Minimum of 10 year’s experience in working in an executive assistant role supporting C-Level executives.
Advanced Excel, PowerPoint, Word, and Outlook required.
Knowledge of Delta View or Track Changes (redlining documents)
Excellent verbal and written communication skills with special attention to spelling and grammar.