EXECUTIVE ADMINISTRATIVE ASST

Description

SUMMARY: The Executive Administrative Assistant is responsible for performing administrative tasks for the DOO and two Account Executives. Manages their calendars, travel arrangements and coordinates business meetings. Coordinates work flow; keeps updates on delegated tasks to ensure progress to deadlines. Assists with special projects.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Works 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

Supervisory Responsibilities:  This job has no supervisory responsibilities

Requirements

Knowledge, Skills, & Abilities:

• Demonstrated Paralegal Experience Preferred 

• Excellent customer service skills, both in person and over the phone

• Flexibility a must

• 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 Power Point

• 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

• Must have experience scheduling and calendaring for others

• Ability to multi-task efficiently

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: High school or G.E.D. equivalent; and minimum of three years of increasingly responsible administrative office support, specialized administrative support (paralegal) or secretarial experience and/or training. 

Language Skills:  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.

Mathematical Skills:  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.  

Reasoning Ability:   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.

Certificates, Licenses, Registrations: Valid, class C license in state working with no adverse driving record.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit for extended periods in front of a computer. The employee is frequently required to reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk and use hands to finger, handle, or feel. The employee may frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.  

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.