Administrative Services - Assistant, Executive I
JOB DESCRIPTION :
Provides administrative support for a Vice President / SVP. Performs advanced, diversified and confidential duties that may be administrative in nature or project based.
Work requires broad and comprehensive experience, skills and a thorough knowledge of organization policies and practices.
Prepares correspondence, reports, presentations, etc. Sets up meetings and may act as proxy for superior. Requires sufficient skills to communicate effectively with peers and senior level management staff.
Performs complex tasks requiring the consideration of multiple variables to determine proper course of action. While tasks are complex, most decision-making can be made within pre-determined approaches.
May lead and provide functional guidance to lower level support employees. Works under general guidance / supervision.
ESSENTIAL FUNCTIONS :
30% Provides day-to-day administrative support (such as calendar maintenance, meeting scheduling, travel, etc.) to an Executive and members of the staff.
15% Screening and where possible, responding appropriately to emails on increasingly complex matters, in a manner that reflects an ability to discern between critical and less urgent matters
15% Tracks and coordinates with staff to ensure completion of all action items for the Executive.
10% Processes all overhead invoices for fax machines, copiers, conference rooms, and cell phones. Processes all expense reports and invoices for the department.
5% Procures equipment (phones, IT equipment) for all conference rooms.
5% Coordinates requirements with executive staff at other locations.
5% Supports offsite meetings and conferences sponsored by the executive.
5% Maintains reimbursement files for the budget
5% Mentors junior Administrative Assistants.
5% Assists higher level Executive(s) and / or their Executive Assistant(s), when needed, in the planning of meetings, executive visits, and customer visits.
Qualifications :
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.
Reasonableaccommodations may be made to enable individuals with disabilities to perform the essential functions.
Education Level :
High School Diploma or GED
Experience :
5 years experience supporting executive level management
Preferred Qualifications
Knowledge, Skills and Abilities (KSAs)
Adept at learning new technologies to perform data entry, manage calendars, and create reports., Advanced
Proficient in Microsoft Office applications., Proficient
Strong time-management and organizational skills, Advanced
Excellent communication skills both written and verbal, Advanced
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