Executive Assistant

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JOB FUNCTION / SUMMARY:

This position is primarily responsible for delivering high-level support to executive management and their associated departments. Provides a variety of administrative support; receives clients and visitors, arranges travel and correspondence, and schedules meetings.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Manages and maintains executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
• Provides clerical and general office support to other offices. Delegates tasks and responsibilities to other administrative staff when appropriate.
• Reads and analyzes submissions, letters, agendas and memos to determine significance; routes to appropriate personnel in a timely and efficient manner.
• Prepares executive responses to routine memos, letters, or correspondence; prepares reports, collects and analyzes information; prepare presentations.
• Records meetings discussions and provide minutes; provides framework for retrieval and utilization of historical information.
• Maintains inventory and office supplies; anticipates office needs; places and expedites orders when necessary.
• Answers calls and greets visitors, directs parties to executives as appropriate.
• Opens, sorts, and distributes correspondence, including email, faxes, and regular mail.
• Ensures operation of office equipment, schedules maintenance as necessary.
• Coordinates expense requests and may assist with budget tracking or preparation.
• Interacts with customers when appropriate to resolve issues; documents complaints and develop an appropriate course of action. Report problems to executives as needed.

SUPERVISORY RESPONSIBILITIES:

None

MINIMUM REQUIRED EDUCATION, EXPERIENCE & KNOWLEDGE:

• High School Diploma and a minimum of 5 years of experience in an executive support role. Bachelors degree or vocational training highly preferred
• Highly proficient with Microsoft Office applications including Word, Excel, Outlook and PowerPoint and Edge and proficient in Adobe Acrobat
• Excellent organizational and customer service skills
• Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines
• Excellent written and verbal communication skills
• Independent, self-motivated, and ability to make autonomous decisions
  

ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS:

• Ability to work under stress and meet deadlines
• Ability to operate a keyboard if required to perform the essential job functions
• Ability to read and interpret a document if required to perform the essential job functions
• Ability to travel if required to perform the essential job functions
• Ability to lift/move/carry approximately 10 pounds if required to perform the essential job functions. If the employee is unable to lift/move/carry this weight and can be accommodated without causing the department/division an undue hardship then the employee must be accommodated; hence omitting lifting/moving/carrying as a physical requirement.

Equal Opportunity/Affirmative Action Employers. All qualified applicants will receive consideration for employment without regard to race, color, religious beliefs, national origin, ancestry, citizenship, sex, gender, sexual orientation, gender identity, marital status, age, physical or mental disability or history of disability, genetic information, status as a protected veteran, disabled veteran, or other protected characteristics as required by federal, state and local laws.