PRIMARY OBJECTIVE: To coordinate and perform confidential and complex administrative functions for the COO and other executives as needed while being proactive and maintaining a sense of urgency.
ESSENTIAL JOB FUNCTIONS:
• Performs a wide variety of administrative functions which require direct communications with company executives and personnel. Has direct contact with customers and various business contacts.
• Acts as a liaison for executive’s direct reports and offers support to them on an as-needed basis.
• Analyzes internal reports and correspondence, incoming mail, and confidential memorandums and personally handles as many of these tasks as possible to alleviate executives from these administrative tasks.
• Identifies and prioritizes items that require immediate attention.
• Coordinates and schedules appointments allowing executives appropriate time-frame for various tasks/meetings.
• Coordinates travel arrangements ensuring all necessary preparations have been made. These include, but are not limited to, flight arrangements, hotel reservations and car rentals.
• Assists with proofreading and reviewing executives’ monthly reports.
• Completes executives’ expense reports in a timely manner.
• Manages corporate credit cards and phone bills. Pays disbursements.
• Maintains confidential information on a daily basis.
• Designs and organizes presentation packages for executives using current technology.
• Coordinates and oversees monthly meetings with other company administrative assistants to ensure teamwork is taking place between the assistants, allowing for cross-training and support among each other for various multi-tasks that need to be completed.
• Interfaces, daily, with Chairman/CEO, Sr. Vice President/CFO, and their subordinates, including customers, various outside business contacts, administrative staff as well as all other company employees and customers.
• Assists in maintenance of office including office supplies, organization, appearance, etc.
• Maintains accurate files in an efficient and orderly manner, updating as required.
• Anticipates work load and assumes as much administrative detail as possible. Plans work load accordingly and makes the most productive use of available working hours.
• Manages, creatively, fluctuations in office management identifying potential in a timely manner.
• Support COO and direct reports with monthly reports, extracting reports from various systems.
• Performs special tasks, as required, by executives.
• Exhibits desirable and appropriate professional behavior including ability to get along with others, work industriously, and help create a cohesive, productive unit dedicated to the achievement of corporate goals.
• Travel: Minimal to none.
• Additional duties as assigned or required.
KNOWLEDGE AND EDUCATION:
• College Degree is preferred.
• Must be able to operate a personal computer with extensive knowledge of Microsoft Office Suite, Word, Excel, PowerPoint, and Access
EXPERIENCE AND TRAINING:
• Must have 10 years of administrative/reception experience with at least 5 years at an executive level
• Experience working with travel arrangements required
SKILLS AND ABILITIES:
• Effectively communicate, orally, in person and by phone, and in writing with people at all levels internally and externally
• Ability to compose correspondence in reply to executive mail
• Exercise independent judgement without close supervision
• Establish priorities and organize time and responsibilities among work demands
• Maintain a working knowledge of company policies, administrative and office procedures
• Demonstrate integrity, maturity, and discretion in safeguarding confidential material and information
• Possess excellent organization and time management skills
Featured Product