Executive Assistant

Administrative Support

Working in a high-volume environment, this position will be responsible for direct support of Officer level leadership. This role provides a broad range of strategic and tactical support to internal and external customers. The successful candidate will be exceptionally organized, possess a strong work ethic, be highly collaborative, able to multi-task, and hold the highest level of professionalism and discretion. Prior experience supporting officer level leadership is required for this role.

Major Responsibilities:

• Compile and monitor the daily schedules and coordinate travel for all direct reports and other team members; maintain calendar of events, project deadlines and agendas. Review incoming correspondence for important dates, establish diary follow-up, compose response letters and assist with emails, calls, and other correspondence.
• Create and format ad hoc and routine reports, presentations, spreadsheet projects, etc. as requested.
• Coordinate, support and provide assistance for all aspects of the department administrative processes, including meeting scheduling, incoming calls, associate requests, mail distribution, attendance reports etc., as requested, ensuring accurate and timely follow-up.
• Ensure visitors are provided appropriate directions, lodging, and travel options.
• Directly manage, or forward to the appropriate parties, the proper resolution for customer service issues and complaints.
• Process and track invoices. Run invoice reports upon request.
• Provide phone coverage, taking messages, for department upon request.
• Oversee, develop and maintain needed administrative record keeping systems and processes for the department.
• Ensure monthly newsletter is generated and sent out to area associates by the end of the first week.
• Create and manage monthly technical and leadership training reports. Identify eligible associates for upcoming courses.
• Utilize AS400 system process reports.
• Assist the recruiting team with scheduling career fairs and other events. Manage referral programs.
• Other duties and responsibilities as assigned by supervisor

Qualifications:

• 4-7 years of administrative support experience supporting leadership.
• Minimum high school diploma; college degree preferred.
• Very strong interpersonal skills to communicate effectively both in writing and verbally; ability to draft correspondence on behalf of the supported leader.
• Professional demeanor with demonstrated customer service focus.
• Expert proficiency in all frequently used business software programs, applications or tools (Word, Excel, PowerPoint, Visio, Access, internet usage) required.
• Past experience utilizing audio and visual conferencing equipment, including web-meeting software highly preferred.
• Ability to manage and maintain complex calendars and schedules and to navigate appointments.
• Regular, predictable, full attendance is an essential function of the job.
• Willingness to travel as necessary, work the required schedule, work at the specific location required, complete Penske employment application, submit to a background investigation (to include past employment, education, and criminal history) and drug screening are required.

Physical Requirements:

The physical and mental demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The associate will be required to: read; communicate verbally and/or in written form; remember and analyze certain information; and remember and understand certain instructions or guidelines. While performing the duties of this job, the associate may be required to stand, walk, and sit. The associate is frequently required to use hands to touch, handle, and feel, and to reach with hands and arms. The associate must be able to occasionally lift and/or move up to 25lbs/12kg. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

Penske is an Equal Opportunity Employer.