Position Purpose:
The Executive Assistant provides high-level administrative support to company executives. Conducts research, prepares statistical reports, creates & edits presentations, handles information requests and performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for company executives & board chairman.
Essential Duties:
- Create reports, memos, letters and other documents using word relevant computer software
- Answer phone calls and direct calls to appropriate parties or take messages
- Schedule meetings for executives; Manage executive calendars
- Record, type and distribute meeting minutes
- Greet visitors and determine whether they should be given access to specific individuals
- Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution
- Perform general office duties such as ordering supplies and maintaining records management database systems
- File and retrieve corporate documents, records and reports
- Open, sort and distribute incoming correspondence, including faxes and email
- Make executive travel arrangements and create travel agenda when needed
- Complete monthly expense reports for executive team
- Assist in coordinating office events and social gatherings
- Provide back up for front desk receptionist
- Assist in managing Board of Directors meetings
Knowledge, Skills & Abilities:
- High school diploma required. Associate degree or bachelor’s degree preferred
- Five + years of administrative experience; executive administration certification preferred
- Communication proficiency via phone, written or in-person
- High level of integrity and ability to keep information exposed to confidential
- Excellent time management
- Ability to prioritize effectively to meet multiple stakeholder expectations and deliverables
- Collaboration skills
- Technical Capacity – Intermediate (advanced a plus) Microsoft Windows Office; advanced knowledge of Power Point presentation builds. Powered by JazzHR
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