The Job Opportunity:
The Executive Assistant will provide executive-level administrative support to a Senior Vice President.
This individual may also provide back up support to higher-level management as needed.
The Job Responsibilities: Responsibilities include all administrative functions of the department: Answering phones Calendar management Scheduling travel Managing correspondence and scheduling couriers Processing expense reports Meeting/event planning Creating or modifying business documents Preparing presentations from source materials Handling teleconference and BlackBerry setups Acting as a liaison for remote access issues May include some support for tracking budget expenditures.
Adheres to executive processes and guidelines.
Creates board books as requested.
Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
Orders business cards and stationery.
Uses advanced software skills to perform work assigned.
Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
Coordinates new employee office set-ups and onboarding.
May train/coordinate work for new administrative assistants.
Follows executive onboarding procedures.
Interacts with high-level executives every day.
Advanced knowledge and understanding of business processes and requirements.
Consistently handles confidential or business-sensitive information.
Data is typically organizational or multi-dimensional.
Maintains and manages executive calendar.
Manages domestic and international travel plans using executive guidelines.
Proactively identifies and resolves scheduling conflicts.
The primary point of contact for the manager's schedule.
Required Qualifications: High School Diploma or GED Minimum of 7 years previous admin experience or equivalent.
Preferred Qualifications: Associate's Degree in Secretarial Sciences Ability to operate independently and work on own initiative.
Advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook.
- Proficient in all applications.