Executive Assistant

PURPOSE OF JOB:

This position is responsible for properly representing the company and management to its customers and vendors by providing high-quality administrative work and communications. The Executive Assistant will coordinate special projects and perform specific administrative tasks in an efficient and timely manner. 

JOB DUTIES:

Executive Support

• Perform all administrative duties for the President
• Administer the President’s professional schedule of appointments and meetings
• Prepare proposals and presentation materials
• Make travel arrangements as requested by the President
• Respond timely and appropriately to President’s phone calls, e-mails, and other relevant communications needing immediate attention when President is out of office or in meetings

General Office Support

• Perform general office procedures, including filing, faxing, dictation and other assigned clerical duties
• Maintain company organizational chart
• Compose and distribute anniversary letters
• Assist in special assignments, such as special meetings, appointments or presentations
• Assist other administrative personnel as required
• Assist meetings in the conference room with food and beverage service, copies and faxing, and any special arrangements as requested

Project Support

• Assist with data management and reporting for key performance indicators
• Provide administrative support to Legal and Operations as needed
• Assist with documentation management and updates

General

• Ensure prompt and regular attendance.
• Perform other appropriate duties as may be assigned by Management.
• Travel as business needs may require.

Quality & Continuous Improvement

• Personally commit to quality in all aspects of work.
• Provide “World Class Customer Service” for internal and external customers.
• Participate in and promote the established Quality Improvement Process (QIP) for continuous improvement.
• Participate on teams to research, measure, and correct problems and to strive for process improvement.
• Communicate and exemplify the Company’s Mission Statement, Vision Statement, Values, and Philosophy.
• Attend at least ten (10) credit hours of training each calendar year to continue development of work-related skills.

This does not necessarily list all responsibilities, duties, requirements, or efforts associated with the job. While this list is intended to be an accurate reflection of the job, the company reserves the right to review and modify as circumstances or business needs require.

Education:

• High school diploma/equivalent is minimally required
• Associate degree or beyond is preferred

Experience:

• 4+ years of executive assistant or related experience is preferred.

Other Knowledge, Skills, Abilities & Competencies:

• Microsoft Office Suite proficient
• Proficient at composing professionally written business documents
• Ability to communicate well with a high level of confidence and enthusiasm across all levels of the organization, with customers and the general public
• Ability to work in a fast-paced, multi-tasking, and detail-oriented environment. 
• Professional self-presentation in person and in all communications, verbal and written.
• Maintains confidentiality.

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