Executive Assistant

About the role

The position will be responsible for providing high-level administrative support to the regional office or location and other senior staff by answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies, as well as additional clerical duties. The Executive Assistant should have the ability to identify opportunities within a project that will add value and help successfully accomplish the client’s desired project outcome.

Responsibilities

• Preparation of correspondence, confidential memos, meeting minutes and reports, as requested.
• Enter opportunities into the CRM Marketing Support File contracts & PO's, invoice for projects, and process expense reports.
• Maintain the manager(s) calendar and contacts as requested.
• Uses independent judgment in matters that directly relate to the operations of the office.
• Oversee administrative policies within an organization and within the office; recommend changes as appropriate.
• Process office invoices, timesheets and billing.
• Opening, sorting, and distributing correspondence, including email, faxes, and snail mail.
• Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner.
• Prepare reports, collect, and analyze information; prepare presentations.
• Develop and utilize historical information; provide retrieval of information.
• Record meeting discussions and provide minutes.
• Maintain inventory and office supplies.
• Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
• Ensure operation of office equipment, order maintenance when necessary.
• Troubleshoot malfunction of office equipment.
• Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry.
• Train clerical staff on office equipment, policies, and procedures.
• Provide clerical and general office support to other offices.
• Delegate tasks and responsibilities to other staff members when appropriate.
• Create/maintain Excel spreadsheets.
• Contribute to team performance by collaboration and effective communication.
• Adds to team effort by accomplishing other duties as assigned.

Qualifications

• Minimum Education (or substitute experience): AA Degree
• Minimum Experience required: 5+ years of previous office admin experience supporting C-level executives
• Skills Required: Excellent communication and interpersonal skills, demonstrates initiative, familiarity with dictation, previous experience handling complex travel agendas and arrangements, keen knowledge of Microsoft Office and general clerical abilities, good typing skills (75+ wpm), proficient in PowerPoint; and ability to maintain confidentiality.