Executive Administrative Assistant

Overview

The Executive Administrative Assistant provides on site support to one or more VP and Directors by performing general administrative work such as managing schedules, running reports, copy / filing documents, and answering the phone.

This role also supports the administration, logistics, travel, and onsite delivery of department meetings. Serves as the primary liaison for attendee communication, travel arrangements, general logistics, and financial reconciliation processes.

Primary Responsibilities

• Manage calendars, schedules; organize, schedule and prioritize meetings throughout the day and provide extensive phone coverage and call follow-up
• Establish follow-up systems for project management, calendar management and e-mail management, including maintaining department PTO and vacation forms
• Create and maintain filing system for VPs / Directors
• Prepare meeting agendas, attend meetings, take minutes, and prepare executive summaries
• Prepare T&E expense reconciliation through Concur
• Responsible for booking travel and coordinating flight, car rental and accommodations for Shared Services employees
• Purchase corporate gifts as requested (i.e. Birthdays, Special Situations, Holidays) and maintain and order supplies as needed
• Plan and coordinate on-site and off-site meetings and events including the organization, ordering, setup, and cleanup of breakfast and luncheon meetings.
• Support Department Managers on an as-needed basis
• Perform other general administrative duties as assigned

Additional Primary Responsibilities

Minimum Qualifications

• Two years of college education or equivalent required
• Excellent communication skills (verbal and written) required
• Strong writing skills for meeting minutes and general communication
• Strong interpersonal and organizational skills
• At least three years of corporate professional experience in an administrative assistant role, or equivalent
• Must have experience in supporting multiple individuals
• Team player, energetic, self-starter, motivated
• Must have knowledge of computer systems, specifically the use of desktop software such as Microsoft Outlook, Outlook Calendar, Excel, PowerPoint, and strong typing skills;

Visio knowledge a plus

Responsible for working with and maintaining confidential data

Physical Demands

Physical demands with activity or condition for a considerable amount of time include sitting and typing / keyboarding using a computer (e.

g., keyboard, mouse, and monitor) or mobile device

• Physical demands include a considerable amount of time walking, bending, reaching, standing, squatting, and stooping
• May require occasional lifting / lowering, pushing, carrying, or pulling up to 20lbs
30+ days ago