Executive Assistant
Main Objective :
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and arranging travel on behalf of Senior Management (hotels, cars, rental cars), scheduling meetings, and helping to arrange tradeshows and administrative assistance to the Marketing team.
ROLE AND RESPONSIBILITIES
These responsibilities include but are not limited to :
- Manage and maintain executives’ schedules.
- Prepare reports, memos, letters, client communications, and other documents, and emails, using word processing, spreadsheet, database, or presentation software.
- Distribute memos internally.
- Open, sort, and distribute incoming correspondence, including faxes and email and mail daily.
- File and retrieve corporate documents, records, and reports.
- Greet visitors and determine whether they should be given access to specific individuals, ensure the lobby, conference room, and any community spaces are kept tidy and working in order.
- Make travel arrangements.
- Attend meetings to record minutes and distribute meeting minutes as directed.
- Answer phone calls and direct calls to appropriate parties or take messages.
- Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
- Prepare agendas and make arrangements, such as coordinating catering for luncheons and for meetings.
- Coordinate executive personnel issues as requested.
- Monitor and schedule the office housekeeping for the office daily.
- Provide clerical support to other departments.
WINNING BEHAVIORS, COMPETENCIES, SKILLS :
- Attention to detail
- Consistent follow-up
- Organized
- Good Judgment
- Coordination of multiple activities
- Positive attitude
- Years of relevant experience : 5 years of office experience
- Education : Bachelor’s degree preferred
- A minimum amount of travel : once per year
- Proficient at Microsoft office suite
- Valid Driver’s license
PHYSICAL DEMANDS : Prolonged periods sitting at a desk and working on a computer Must be able to lift up to 25 pounds at times
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