Executive Assistant will provide administrative support to executives.
ESSENTIAL FUNCTIONS:Manage executive calendars including but not limited to; planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for executives and sending out meeting requests on their behalf. Handle scheduling of business appointments.Create and maintain vCard database.Answer and screen incoming calls, take messages, send electronic messages and/or transfer priority calls to cell or personal phone, tracking and/or logging calls. Make and/or coordinate travel arrangements including but not limited to; arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required. Coordinating itineraries with others. Prepare and edit correspondence and communications. Coordinate meeting set-ups including video conference set-up, ordering and setting-up food/beverages, preparation of agenda and/or other meeting materials for meetings greeting/interacting with vendors and guests. Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company.Set-up and maintenance of departmental and/or management files according to established criteria related to; contracts, documents, correspondence, agreements, reports, etc.Special projects such as; conducting internet searches, preparing special reports, responding to information requests, preparation of executive materials as required and/or requested.Event planning responsibilities including but not limited to; planning corporate events, booking related travel, Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s). Review, approve, code, and process invoices related to departmental expenses including but not limited to: setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.Responsible for greeting all visitors on behalf of ExecutivesLiaise with internal staff at all levels.
EDUCATION/EXPERIENCE REQUIREMENTS: Bachelor’s degree and/or related experience plus a minimum of 3 years’ experience in an administrative assistant role.Ability to interpret documents such as contracts, agreements, documents, reports, and procedure manuals.Ability to effectively interact and communicate with all levels within the organization, external groups, and boards of directors.Ability to respond effectively to the most sensitive inquiries or complaints.