Executive Assistant

Job Description

Position Summary:

The Executive Assistant provides high-level administrative support to the Senior Leadership Team as assigned. As a highly organized coordinator of people and processes, the Executive Assistant serves as a key support to the Senior Leadership Team of Inmar, enabling the achievement of organizational objectives and key results. Reporting to a manager, the Executive Assistant plays a primary role in facilitating the general management of the group, coordinating time, resources, and communication (internal and external) dedicated to strategic priorities, and managing projects involving key stakeholders across the organization.

• Administrative
  • Provide high-level administrative support and assistance to the Executive Leadership and/or other assigned leadership staff.
  • Perform a wide range of administrative and general support duties of a highly responsible and confidential nature in support of the Senior Leadership Team.
  • Maintain and prioritize daily schedules and workload.
  • Work independently, receiving a minimum of detailed supervision and guidance.
  • Perform clerical and administrative tasks including drafting letters, processing invoices and reports, scheduling appointments, and coordinating meetings.
  • Arrange travel and accommodations for executives.
  • Schedule and attend meetings on behalf of executives, taking notes and recording minutes.
  • Receive incoming communication or memos on behalf of senior staff, review contents, determine importance, and summarize and/or distribute contents to appropriate staff.
  • Responsible for maintaining records and performing additional duties as assigned by executives.

• Performs other duties as assigned
• Complies with all policies and standards

• Associates in business or related field;
  Bachelor’s degree preferred
• 4-6 years of experience working as an Executive Assistant or any equivalent combination of experience and training that provides the required knowledge, skills, and abilities needed to complete the job responsibilities required
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Ability to function well in a high-paced and at times stressful environment
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software

• Use Hands to Handle Objects - Regularly
• Reach with Hands or Arms - Regularly
• Talk or Hear and Read Instructions - Regularly
• Stand, Kneel, or Stoop and Lift 20 Pounds - Occasionally
• View Items at a Close Range - Frequently

Rarely:
Job requires this activity up to 25% of the time.
Occasionally:
Job requires this activity between 25% - 50% of the time.
Frequently:
Job requires this activity between 50% - 75% of the time.
Constantly:
Job requires this activity more than 75% of the time.

• Communication: Contributes to strategy for their team.
• Problem Solving: Completes routine and repetitive tasks where tasks are straightforward.
• Accountability: Entire organization.
• Teamwork: Advanced communication skills used to lead a team.
• Collaboration: Creates internal alliances outside the immediate team or department.
• Authenticity: Departmental oversight including goal setting, budget management, and results.

• Put clients first and consistently display a positive attitude and behaviors that demonstrate an awareness and willingness to listen and respond to clients in order to meet their short-term and long-term needs, requirements and exceed their expectations.
• Treat clients and teammates with courtesy, consideration and tact; you also have the ability to perceive the needs of internal and external clients and communicate effectively with the objective of delighting and retaining the client.
• Build collaborative relationships and work cooperatively with others, inside and outside the organization, to accomplish objectives, develop and maintain mutually beneficial…