Administrative Assistant Executive

Principal Duties/Responsibilities:

· Works independently and within a team on special and ongoing projects, which may include planning and coordinating multiple presentations and disseminating information.

· Drafts written responses or replies by phone or e-mail when necessary; composes letters, memos, and presentation materials; types and designs general correspondence, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

· Answers and screens phone calls; organizes and prioritizes large volumes of information and calls; sorts and distributes mail and opens mail; takes messages or fields/answers all routine and non-routine questions.

· Acts as liaison with other departments and outside companies, including high-level staff such as CEO’s, presidents, vice presidents, and chiefs; handles confidential information and non-routine information.

· Responds to regularly occurring requests for information; follows up on requests for information from employees, outside sources, and customers.

· Schedules and organizes complex activities such as meetings, travel, and conferences.

· Establishes, develops, maintains, and updates filing system.

· Receives and processes purchase orders.

· Assists with administration of Concur and company credit cards.

· Assists with front desk coverage as needed.

· Continually improves processes; quantitatively monitors processes. Completes required quality core classes and uses skills and techniques presented. Uses The Core Values in work environment. Adheres to company/customer safety procedures.

Knowledge, Skills, Abilities (KSAs), & Competencies:

Essential KSAs:

· Two-year associate’s degree from college or technical school and three years of related experience and/or training; or equivalent combination of education and experience.

· Requires a high level of knowledge of office administrative procedures and a high level of knowledge of use and operation of standard office equipment.

· Ability to: handle multiple projects simultaneously; work well under pressure; read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; write routine reports and correspondence; speak effectively before groups of customers or employees of organization; solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

· Excellent word processing and presentation graphics skills; must have high level of interpersonal skills to handle sensitive and confidential situations; position continually requires demonstrated poise, tact, and diplomacy; sense of urgency; excellent writing, grammar, punctuation, and editing skills; excellent communication and people skills; good organizational skills; as a corporate representative, must display highest level of professional attire and mannerisms at all times; must have the following software experience: Microsoft Outlook, Word, PowerPoint, and Excel.

Desirable KSAs:

· Team player

· Customer-oriented

· Self-motivated, problem solver, and positive attitude

Competencies:

· Communications

· Customer Focus

· Safety

Physical Demands and Working Conditions:

While performing the duties of this job, the employee is regularly required to stand; walk; use hands/fingers to handle, or feel; reach with hands and arms; stoop, kneel, crouch; and talk or hear. The employee is also required to use a telephone with headset for verbal troubleshooting, frequent use of a standard keyboard and computer to document calls in a ticketing system, and occasional use of other office equipment. The employee must occasionally lift and/or move more than 30 pounds. The employee is occasionally required to sit for long periods and use close and color vision. Work is typically performed in a moderately noisy business office.

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