GENERAL DESCRIPTION / PRIMARY PURPOSE
The position is responsible for various office and administrative duties, special projects, and interactions with all levels of management in the corporation.
MAJOR RESPONSIBILITIES AND TASKS/DUTIES OF THE POSITION
Meeting preparation and organization for management meetings, lunches and dinners
Create communications, presentations, reports and other correspondence for management
Track office finances by preparing, submitting, and approving expense reports and invoices via Concur and BPMS
Manage and approve management and their direct reports timecards
Schedule calendar meetings and handle multiple calendars, agendas and responsibilities
Organize domestic and international travel arrangements for management and visiting guests
Produce information in a clear and precise manner by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
Prepare spreadsheets, reports and power points for board meetings, budgets, and various other presentations
Organize and file documents
Plan and coordinate meeting spaces, prepare meeting materials and logistics for onsite/offsite meetings, lunches and events
Maintaining Conference Room appearance/needs
Receive, sort and prioritize incoming mail and prepare & coordinate outgoing mail and packages
Manage and direct incoming calls, call lists, and visitors; initiate calls
Manage and coordinate any server/phone/IT issues
Maintain all office needs including the ordering of supplies and marketing/promotional materials/giveaways
Arrange and Manage any and all office building needs or personnel request
Maintain keys to all leased or owned properties and coordinate key access as needed by personnel
Create purchase orders for the business in various systems
Perform general administrative duties and support other administrative staff
Provide back up for temporary absences and lunch coverage for several departments
Compile research data for ad hoc projects as assigned
Perform other duties and special projects as requested such as, but not limited to, managing the relocation and/or remodeling of the office
JOB SPECIFIC COMPETENCIES (Knowledge, Skill And Experience Requirements)
Minimum 5 years Executive Assistant experience in a large corporation with a minimum of 3 years in the financial area preferred
Advanced proficiency in PowerPoint, Word, and Excel
Understands the importance of discretion and diplomacy
Experience handling confidential information and documents
Ability to solve problems and work with minimal supervision
Able to work within tight deadlines, and be willing to do what it takes to get the job done
Strong organizational skills, attention to details and adept critical thinking skills
Excellent communication skills, written and verbal
Initiative to proactively identify projects and complete tasks
Ability to multitask, prioritize and meet deadlines
Open to supporting other departments with special projects as required
Flexible, diplomatic and works well in a team environment
Open to flexible work schedule, with peaks and valleys of workload, including overtime on short notice.
English; Spanish knowledge helpful
Has developed expertise in a variety of work processes. Works autonomously with established procedures and practices. Understands importance of discretion and diplomacy. Ability to properly handle confidential and time sensitive information.
Ability to proactively identify and evaluate problems with solutions; respond to issues and inquiries with strong sense of urgency and high level of professionalism
No supervisory responsibilities; manages own work load and provides support to other administrative staff
Ability to manage multiple priorities in fast paced environment. Uses discretion to modify work practices and processes to achieve results and improve efficiency.
Strong interpersonal skills, ability to work well in a team, and communicate effectively and professionally with senior management, associates, and outside vendors.
INTERNAL & EXTERNAL RELATIONS
Internal, associates, including senior management, across all domestic and international divisions
EDUCATION AND CERTIFICATION
EEO STATEMENT: All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.