The Executive Administrative Assistant, provides high level administrative support and will ensure that all administrative functions are processed and completed in a timely and efficient manner. To be successful in this role, the individual must be energetic, self-motivated, possess strong interpersonal and problem-solving skills, well-organized, and have great time management skills. The individual is expected to provide professional and high level support to Ownership and Senior Management.
Essential Functions:
- Act as point of contact among Ownership, Senior Management, employees, and external contacts.
- Support the assigned Executives in all daily activities.
- Answer the telephone with the utmost professionalism, urgency, screening, and prioritizing calls.
- Coordinate their time with the Administrative Office Manager to ensure proper coverage for assigned departments.
- Distribute mail and fax correspondence.
- Prepare and maintain departmental reports (hardcopy and electronic) as directed by Department Head.
- Monitor and track attendance grids and all requests for time off from Senior Management and ensure their accuracy and validate results through audits of internal records and timekeeping system reports.
- Inventory maintenance and draft purchase requisitions.
- Manage Executives' calendars and set up meetings as assigned.
- Take and transcribe minutes for assigned meetings.
- Reconcile Travel and Expense forms and Corporate Card Statements as assigned
- Coordinate travel and accommodation arrangements for Executives and other members of the department identified and approved by the Executives.
- Create memorandum based off of dictation or write draft copy for review and distribute items to Senior Management.
- Maintain office equipment (fax, copier, audio visual equipment, etc.)
- Record and file maintenance of all associates within the department.
- Independently research a wide variety of information requests from the Department Head.
- Analyze complex trends within the department's operational area as requested by the Department Head.
- Creation and maintenance of spreadsheets for use in daily statistical analysis.
- Create and maintain spreadsheets, flowcharts, calendars, schedules, and organizational charts.
- Correspond with External and Internal Vendors in a professional and courteous manner.
- Train new Administrative Staff on Company policies, organization charts, Microsoft software, etc.
Knowledge & Skills:
- PC knowledge, preferably experience with Microsoft Office.
- Ability to handle confidential information responsibly and professionally in accordance with departmental policies.
- Excellent written and verbal communication skills
- Outstanding organizational and time management skills
- PC skills (Microsoft Office and Adobe Acrobat) essential
- Ability to work autonomously, prioritize assignments, and follow up with colleagues to ensure the completion of assigned tasks
- Ability to demonstrate a thorough understanding of administrative-related functions.
Education & Work Experience:
- High School Diploma or equivalent certificate required.
- Associate's degree from an accredited college or university preferred.
- Minimum of 5 years of related experience is preferred.