Overview

Summary of Responsibilities:

    The Executive Assistant (EA) shall be responsible for directly supporting the Executive within his/her specific business area, including team members within this department, as well as supporting ongoing business operations and functional areas.

Essential Functions:

  • Direct support/liaison to the Executive of the assigned business area
  • Handle highly confidential materials and information with a high level of discretion and professionalism
  • Responsible for following up any issues and/or tasks assigned to department personnel, ensuring tasks are executed and delivered within deadline
  • Act as primary representative in handling disputes and/or grievances within the department
  • Coordinate Business Disaster Recovery plan for the team
  • Oversee on-boarding and training of incoming associates
  • Coordinates and prepares department reporting for quarterly Board Meetings
  • Coordinates and prepares the monthly Executive Operations Meeting
  • Read, research and route correspondence; draft letters and documents; collect and analyze information; initiate telecommunications
  • Responsible for all aspects of office administration
  • Maintains department calendars by planning and scheduling meetings, conferences, teleconferences, and travel (including air, hotel, transportation, etc.)
  • Review and release all office supply special request orders
  • Interface, coordinate and support other executive team members
  • Responsible for all aspects of office administration including faxing, filing, copying

Other Functions:

  • Special projects as requested by Executive team
  • Performs other duties as assigned

Requirements:

  • High school diploma or GED required; business/secretarial education/training preferred
  • Five (5) to eight (8) years executive administrative experience required
  • Excellent analytical organizational skills and independent decision making ability
  • Solid leadership and supervisory skills
  • Proficiency in Microsoft Office Suite and Outlook
  • Ability to independently respond to complex projects with a great sense of urgency
  • Strong written and verbal communication skills
  • Excellent organizational skills with ability to prioritize and manage multiple tasks effectively
  • Ability to maintain confidentiality

Working Conditions:

  • Extended working hours may be required as dictated by management and business needs
  • Travel to multiple facilities may be required