Executive Administrative Assistant

Administrative Support

Performs departmental or department head administrative support for Leaders within the department.

Major Responsibilities:

• Performing complex administrative duties including responding for executive when he/she is unavailable, composing correspondence, and coordinating resources across corporate functions.
• Handling various administrative details with initiative and good judgment.
• Providing general administrative support including typing, answering multiple phone lines, indexing and filing documents, making copies, handling travel arrangements, and scheduling meetings.
• Answering inquiries and/or referring callers/visitors to appropriate person/department.
• Gathering information and developing summaries as requested.
• Developing and implementing office procedures related to coordination of interoffice communication, records and systems.
• Ensuring adequacy of office supplies and equipment.
• Assisting other staff as requested.
• Attending meetings as assigned and reporting on actions.
• Participating in educational activities and programs.
• Maintaining strictest confidentiality.
• Managing travel and expense reporting for executives in area.
• Coordinating and overseeing various office projects.
• Managing office equipment and supply vendors as it relates to supply purchases, equipment purchases, equipment maintenance and servicing, including researching and advising Sr Mgmt on best purchase.
• Planning and negotiating meeting events.
• Responsible for planning various off-site meetings, including researching and cost comparing various venues.
• Negotiate with hotel management and advise management of alternatives.
• Responsible for planning, scheduling speakers and engage various vendors for services or equipment needs.

Education & Experience:

1-3 years administrative experience - Preferred

Knowledge, Skills, Abilities, Behaviors:

• Knowledge of general management principles.
• Knowledge of organizational policies, procedures, and systems.
• Ability to type 60 wpm.
• Ability to use a Dictaphone.
• Ability to work in a fast paced, high stress environment.
• Strong interpersonal, communication, and organizational skills.
• High level of proficiency with MS Office products including Outlook, Word, Excel, and PowerPoint.