Administrative Assistant

Administrative Assistant

Job Description Department:
Administration Job Status:
Full-TimeFLSA Status:
Hourly

Reports To:

CEO/CFO

Location:

Ponca City, OKAmount of

Travel Required:

N/A

Work Schedule:

Monday - Friday, 8:00 a.m. to 5 p.m.Positions Supervised: N/A

POSITION SUMMARY:

The Executive Assistant performs administrative duties for executive management, with priority on the President/CEO and Vice President/CFO. Responsibilities will include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors.

Sensitivity to confidential matters is required.

ESSENTIAL FUNCTIONS:

(The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may.")Answers CEO's telephone and dispositions calls and messages based on priority to the CEO, ensures calls are returned by the COB or handled directly by the Executive Assistant.

Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.

Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.

Maintains customer confidence and protects operations by keeping information confidential.

Prepares reports by collecting and analyzing information.

Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.

Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies.

Contributes to team effort by accomplishing related results as needed.

Manages and stocks the CEO/CFO refreshment bar and provides minimal housekeeping to CEO/CFO offices.

Prepares weekly sales forecast for review each Friday by the management team.

Supports other managers with administrative needs, including travel arrangements, as needed.

Performs other duties as assigned to assist with successful operations and business continuity.

POSITION REQUIREMENTS Must be legally authorized to work in the United States without the need for sponsorship.

Must be at least 18 years of age or older.

Successfully passes all applicable general pre-employment testing including but not limited to: background check, pre-employment drug screening, pre-employment fit tests, pre-employment aptitude and/or competency assessment(s) and pre-employment Pulmonary Function Test (PFT).In person, predictable attendance in Ponca City, OK.Overtime required based on business needs.

Proficiency in spoken English language.

EDUCATION/EXPERIENCE LEVELHigh school diploma or GED required.

QUALIFICATIONS, SKILLS, COMPETENCIES, AND ABILITIES Excellent speaking, writing, and listening skills.

Strong organizational and time-management skills.

Proficient in Microsoft Office applications, including Word and Excel, with emphasis on Excel for data tracking and reporting.

Ability to manage multiple tasks and priorities.

Attention to detail and accuracy.

Ability to work independently and as part of a team.

Professional demeanor and customer-service orientation.

PHYSICAL REQUIREMENTS /WORK ENVIRONMENT The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Employees are frequently required to walk, sit, climb, bend, reach, and squat or kneel. The employee works primarily indoors and will be sitting for prolonged periods at a…