Executive Assistant

Responsibilities

• Organizes flow of work by reviewing correspondence and determining importance before distributing to executives or redirecting to the appropriate management team for feedback or response; answers questions and furnishes information to keep executive’s time free of minor detail work
• Prepares a variety of complex, sensitive, or routine correspondence on own initiative from drafts or verbal instruction, such as memos, letters, articles, reports, proposals, charts, etc.; prepares and processes routine forms, documents, requisitions, purchase orders, transmittal forms, etc., following standard procedures, and responds to inquiries
• Serves as a liaison between executives, managers, and visitors as required; reviews requests and schedules appointments; resolves problems requiring in-depth knowledge of company policies and procedures and projects in progress; receives, screens, and routes incoming telephone calls, places calls, receives visitors, arranges appointments, and maintains the executive calendar; coordinates travel arrangements and schedules meetings, prepares agendas and materials for presentations, and takes and prepares meeting minutes
• Maintains inventory levels of office supplies and initiates purchase orders as necessary; reconciles invoices and maintains current expense and balance records against budgeted dollars; provides administrative assistance to the management team by compiling data for and developing the department’s budget; submits travel and other expenses for payment or reimbursement
• Maintains effective and accurate filing systems that provide a quick reference database of records including, but not limited to, time sheets, statistical and financial reports that show the department’s accomplishments, productivity levels, operating cost, etc.; releases information according to company policies and procedures; audits files at specific intervals to identify and purge outdated or unnecessary items, and ensures confidentiality of records
• Provides administrative support related to the operational functions of the department and assists with the training and development of subordinate secretaries and other administrative staff
• Support leadership team through coordinating divisional/departmental meetings and events as well as supporting company events including Employee Appreciation Week, holiday celebrations, etc.
• Performs other duties as required

• Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) designation (preferred)
• Excellent oral, written and interpersonal communication skills to interact effectively and exercise discretion, judgment, and diplomacy when dealing with internal and external customers, and senior and executive management
• High School Diploma or Equivalent
• Five years of administrative support experience, including two years supporting executive-level management
• Or an equivalent combination of education and experience