Administrative Assistant

Description

The Administrative Assistant is responsible for providing administrative support to six members of the Executive Team, including the President/CEO, Chief Financial Officer, Sr. VP of Sales & Marketing, Director of HR, Director of Manufacturing & Logistics and Director of Planning & Supply Chain. The Administrative Assistant will interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high degree of professionalism and confidentiality.

Receive Assignment From:

Leadership Team

Essential Duties and Responsibilities:

• Conserves leaderships' time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information.

• Arranges and confirms executives' appointment schedule by planning and scheduling meetings, conferences, teleconferences, and outside meetings while maintaining accurate calendars.

• Manages travel planning (domestic & international), email, contacts, calendar and expense reporting for the above six members of the executive management team.

• Conducts research, analyzes and interprets information, problems and proposals to ensure objective and complete information is provided.

• Works closely with all departments to ensure cross-functional communication as necessary to achieve objectives.

• Demonstrates availability/flexibility to provide travel support during non-business hours when needed.

• Coordinates teams meetings, conference calls and video conferences globally.

• Prepares and drafts critical correspondence, presentations, reports and spreadsheets, with flawless attention to detail.

• Develops and distributes communications on behalf of executive management.

• Works independently with only general guidance on a wide variety of activities.

• Takes responsibility for the progress of small to medium projects, which include multiple components and determines action plan with deadlines.

• Rearranges commitments in order to maximize executives' time efficiency; and assures decision/desk time.

• Relieves management of administrative detail on all project levels.

• Updates and tracks delegated tasks to ensure progress to deadlines.

• Takes initiative in manager's absence.

• Arranges meeting amenities and travel accommodations as needed for guests.

• Maintains confidence and protects operations by keeping information confidential.

• Coordinates with the organizations Receptionist to ensure front desk coverage between the hours of 8:00 AM and 5:00 PM during the work week.

• Responsible to perform other duties and activities as directed.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Administrative Writing Skills

• Scheduling

• Time Management

• Travel Logistics

• Positive attitude

• Ability to Multi-task

• Strong follow-up

• Prioritize and meet deadlines

• Extremely organized

• Detailed-oriented

• Punctual and strong work ethic

• Strong Microsoft Office and Outlook

• Strong typing skills with experience creating memos, letters and spreadsheets and charts.

• Basic data analysis skills