Executive Administrative Assistant

Executive Administrative Assistant

The Executive Administrative Assistant provides administrative support to the office of the Executive VP of Finance and Operations, including support for the auxiliary and profit center departments. This position handles various tasks and ensures smooth operations and effective communication within the organization.

Duties/Responsibilities:

• Screens and directs incoming calls or visitors to the appropriate individual or department
• Monitoring door access for visitors
• Answers questions/inquiries as needed. Research and follows up on inquiries that require more in-depth information.
• Assists the Department Executive with scheduling appointments and maintains updates/changes calendar as needed
• Maintains an efficient and organized filing system, including contracts lists, and any other pertinent information to the Department Executive
• Performs basic contract review
• Coordinating travel and logistics for business trips, including booking travel, and preparing itineraries
• Processes billing invoices and maintains accurate records as necessary.
• Managing documents and confidential information with appropriate discretion
• Orders and maintains supplies and arranges for equipment maintenance.
• Serve as the liaison between executive and internal/external partners
• Assisting with special projects as needed in support of the Office of Executive VP of Finance and Operations
• Assist the Office of Human Resources with onboarding processes.
• Support the Office of Human Resources with benefits administration and HR compliance tracking.
• Provide administrative support to the Office of Accounting's payables/receivables.
• Organize and maintain financial files and records for the Office of Accounting.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent sales and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Strong supervisory and leadership skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.

Education and Experience:

• High school diploma or equivalent.
• At least two years related experience required.