Executive Assistant

SUMMARY 

Responsible for providing confidential administrative support to executive level personnel.  Ensures effective and efficient operation of the executive's office and workflow with internal and external clients.  Manages clerical and other support staff as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Manages executive’s calendar, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings;

• Deals with complex queries and complaints on the phone, by email or in person, requiring a thorough knowledge of company operations, policies, procedures and personnel;

• Communicates and handles incoming and outgoing electronic communications on behalf of the executive;

• Prepares routine presentation materials for the executive; assists on more complex presentations;

• Reviews and summarizes miscellaneous reports and documents; prepares background documents and outgoing mail as necessary;

• Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner;

• Arranges travel schedule and reservations for the executive as needed;

• Researches and analyzes routine administrative projects; prepares first draft reports on routine administrative matters;

• Responds independently to letters and general correspondence of a routine nature;

• Complies with agency management system data standards and data integrity (enters and maintains complete and accurate information);

• Other duties as assigned.

QUALIFICATIONS 

EDUCATION / EXPERIENCE 

Associate's Degree or equivalent combination of education and experience

Seven (7) or more years of related experience

SKILLS

Excellent verbal and written communication skills

Good leadership, problem solving and time management skills

Good planning, organizational and prioritization skills

Ability and motivation to work independently

Ability to interface with executives – internal and external

Proficient in Microsoft Office products

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