Executive Assistant
Description:
The Executive Assistant provides administrative support and project coordination to the General Manager. The qualified candidate will have significant relevant experience in a related position supporting an executive or team of executives in a mid to large sized company. The individual will have ample experience managing confidential matters and must be comfortable providing superior support to senior executives and interfacing with parent company and corporate officers. The qualified candidate will also demonstrate composure and professional integrity at all times. This position will have the front desk person reporting to it.
Primary Responsibilities:
- Performs a complex diversity of secretarial and project coordination duties. Examples of work performed include composing correspondences, compiling reports, word processing, spreadsheet creation and manipulation of reports, emphasis on creating and manipulating spreadsheets.
- Acts as point-of-contact for General Manager including handling and distributing of confidential mail, e-mail, telephone calls, and faxes.
- Prepares presentation materials as assigned.
- Prepare expense reports for the General Manager.
- Prepares meeting/conference logistics and hosts visitors and consultants on a regular basis.
- Manages and coordinates Executive calendars, travel arrangements, and scheduling through negotiation of potential conflicts and determination of feasible alternatives.
- Supervision of Administrative Assistant. Additional duties will include filling in at the front desk and ensuring the front door and phone have coverage at all times.
- Manages information of the highest level of confidentiality in a professional manner.
- Thinks ahead, creates an atmosphere of welcome, service responsiveness and professionalism which enhances the reputation of the company and department.
- Handles a high volume of work with accuracy and maintains flexibility and efficiency to deal with changing priorities.
- Interacts with associates at all levels of the organization, especially at the senior executive level, in a gracious and supportive manner.
- Other related duties as assigned.
Required Experience/Skills:
- 5+ years experience as a proven professional executive assistant, preferably in a technology environment.
- Experience working with highly confidential material.
- Must have well-developed communication and interpersonal skills.
- Comfortable creating an inviting and gracious hosting environment for entertaining executive level guests of the company.
- Must exhibit a professional demeanor when working with all levels of associates, customers, and investors.
- Superior skills with MS Office (Excel, Word, and PowerPoint, especially Excel)
- Superior calendar management skills including experience with Outlook or similar software.
- Experience with use of office equipment and arranging travel and meetings.
- Ability to use good judgment.
- Strong organizational skills and ability to handle concurrent, multiple job tasks.
- Must be flexible, ability to work overtime and respond to priorities changing rapidly.
- Strong interpersonal skills.