Administrative Assistant

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Position Overview

In this role, you will provide administrative support to the CEO. This position manages calendars, prepares correspondence, coordinates arrangements, schedules appointments, creates and refines presentations, processes invoices, organizes and distributes materials, and maintains confidential records.

Essential Job Functions

Provides administrative support for day-to-day business activities

Communicates urgent and priority correspondence and matters in a timely and effective manner to the executives.

Composes, prepares, reviews, and/or modifies communications, presentation materials, reports, spreadsheets, and agendas to support an accurate and consistent professional style.

Creates, routes, and processes written and verbal correspondence while exercising a high degree of discretion and confidentiality.

Creates, organizes, and maintains confidential and specialized files, documents, and records (e.g., organization communications, presentations, correspondence, etc.).

Screens calls, prioritizes mail, and monitors follow up items to ensure completion of tasks (e.g., executive(s), team, project assignments, etc.).

Conducts research and organizes data for reports, documents, presentations, and projects to conserve executive’s time.

Organizes and plans events and special events, as assigned.

Summarizes content of incoming documents, special information, and meetings to assist the executive(s) in effective management of their time.

Works closely with the executive to keep them informed of upcoming commitments, deadlines, and follow up action items.

Plans and coordinates meetings (i.e., offsite and onsite), schedules, events, logistics, teleconferences, and conference calls.

Prepares agendas and coordinates logistics to support meetings.

Organizes materials and distributes to participants prior to meetings.

Attends meetings, records meeting minutes, and transforms notes into a defined format for circulation to keep participants well informed.

Provides follow up on meeting action items, as appropriate.

Develops and maintains positive business relationships with associates, vendors, stakeholders, etc. which fosters an environment for mutual respect, understanding, and support.

Greets and interacts with visitors to represent the organization in a professional, cordial manner and to provide direction.

Requirements:

Excellent calendar management skills, including the coordination of complex executive meetings.

Experience scheduling global travel arrangements.

Strong communication skills (written and verbal) to proactively communicate any issues or observations that will improve the success of the business.

General office management experience, strong computer skills, highly organized; great attention to detail; efficient time management skills.

Strong knowledge of Microsoft Office, including Word, Excel, PowerPoint and Outlook and experience with creation of PowerPoint presentations.

Superior oral and written communication, judgment/problem solving and persuasive/selling skills

Strong decision-making skills and problem-solving ability.

Capability to build strong organizational awareness and professional relationships