EXECUTIVE ADMINISTRATIVE ASST

About the role

The Executive Administrative Assistant provides administrative support to the DOO and two Account Executives, managing calendars, travel arrangements, and business meetings. This role coordinates workflow, tracks delegated tasks to ensure deadlines are met, and assists with special projects.

Essential duties

• Work on site with consistent attendance
• Maintain a high level of customer service in all aspects of the position
• Handle incoming and outgoing phone and electronic communications on behalf of executive management
• Arrange travel arrangements and reservations for executive staff as needed
• Prepare reports as requested
• Coordinate projects
• Assist with event planning
• Maintain calendar; ascertain which events require Executive Management Team's presence
• Arrange meeting facilities, prepare agenda in advance and take minutes
• Format necessary meetings and generate accurate meeting notes
• Follow up as necessary on assigned deadlines
• Maintain highest level of confidentiality
• Maintain and oversee current travel programs
• Responsible for gathering receipts to ensure accurate expense reporting
• Provide admin support to Executive staff
• Track Executive Staff's Continuing Education credits
• Maintain sales contacts within Outlook
• Print, bind and prepare presentation packets

Qualifications

• High school or G.E.D. equivalent
• Minimum of three years of increasingly responsible administrative office support, specialized administrative support (paralegal) or secretarial experience and/or training
• Demonstrated paralegal experience preferred
• Valid, class C license in state working with no adverse driving record

Required skills

• Excellent customer service skills, both in person and over the phone
• Flexibility
• Excellent interpersonal skills
• Project coordination experience
• Must be dependable and maintain excellent attendance
• Ability to maintain confidentiality
• Ability to work well with all levels of internal management and staff as well as outside clients and vendors
• Strong computer and internet research skills including Excel, Word, Outlook, and general knowledge of PowerPoint
• Ability to work independently
• Ability to grow with changing demands of the position and the company
• Excellent writing skills in creating correspondence and taking minutes
• Experience scheduling and calendaring for others
• Ability to multi-task efficiently
• Ability to read, speak, and write effectively in English
• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations
• Ability to write reports and business correspondence
• Ability to effectively present information and respond to questions from groups of managers and clients
• Ability to add and subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals
• Ability to compute rate, ratio and percent and to draw and interpret bar graphs
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form

Physical demands

• Regularly required to sit for extended periods in front of a computer
• Frequently required to reach with hands and arms and talk or hear
• Occasionally required to stand; walk and use hands to finger, handle, or feel
• May frequently lift and/or move up to 10 pounds
• Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus