Administrative

Job Description SUMMARY

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and presentation software.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Perform general office duties such as ordering supplies and maintaining records management systems.
• File and retrieve corporate documents, records, and reports.
• Prepare responses to correspondence containing routine inquiries.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Gather data from the benchmark price assestmentinformation service and generate reports and spreadsheets.
• Compile daily reports for multiple locations to producemonthly production summaries.
• Approve check requests and requisitions using an enterprise content management platform.
• Prepare expense reports for executives.
• Distribute commodityassessments.
• Manage weekly UPS and FedEx reports.
• Perform daily scanning.
• Manage the fleet fuel card system, including adding new users; creating, canceling, and unlocking cards; preparing monthly reports; and printing and scanning invoices for accounts payable.
• Provide general administrative support for the executive suite, including scheduling, calls, mail, copying, phones, and meetings.
• Operate the postage metermail machine.
• Provide notary services.
• Coordinate fundraising activities for various charities.
• Order business cards.
• Assist President/CEOwith personal administrative needs, including vehicle insurance and registration.
• Manage, coordinate, and distribute athletic tickets.

Job Requirements EDUCATION/EXPERIENCE

High School Diploma

2+ years related executive assistant experience and/or training preferred.

Must have working knowledge of Microsoft Office applications including Word, Excel, and Outlook. Must have some working knowledge of basic office equipment such as: multi-function phone system, voice mail, computer, e-mail, facsimile, and copier.

Knowledge of specific systems preferred but not required: JDE Edwards, Pitney Bowes Mail Machine, Platts Global Oil Analytics Service, RVI (Real Vision Software), and Voyager Fleet Card Management System.