Job description
Executive Assistant
- (22000470)
SUMMARY:
The Executive Assistant will be responsible for performing research, gathering data/information, and preparing reports for use by the one or more Executives. They will be responsible for performing a broad range of administrative, technical, and clerical duties. Duties generally consist of moderately to complex, non-routine projects, which require use of independent judgment and initiative.
- Completes special projects, performing research, and data collection.
- Prepares reports or studies on a regular basis, making recommendations on the appropriate action(s) needed.
- Compiles statistics, data, and other supporting documentation and information necessary to complete assigned projects; may perform routine analysis.
- Reviews/audits documents and other work received by the department for completeness and adherence to guidelines.
- Conducts research, as requested, on equipment and/or construction repairs, maintenance, building, etc. Reviews records, gathers data, prepares reports, and spreadsheets, and makes recommendations as to any required action.
- Provides administrative support to the Vice Presidents. Maintains calendar and handles travel arrangements for executives. Handles executive’s mail and correspondence. Takes notes during meeting and from executives, as needed.
- Oversees purchase orders and maintenance of equipment and furniture.
- Maintains corporate files and records, completes documents for renewal city licenses, etc.
- Oversees employee events and recognition programs.
- Acts as a resource and provides information and direction to employees on corporate practices, policies, and procedures.
- Answers the telephones, directs calls, and takes messages for the executives, as needed.
REQUIREMENTS:
- Minimum of 5+ years of experience as an Executive Assistant reporting directly to senior management
- Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software
- Proficiency in collaboration and delegation of duties
- Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
- Exceptional interpersonal skills
- Friendly and professional demeanor
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- This is largely a sedentary role; however, this role may require the ability to lift files, open filing cabinets and bend or stand to complete other administrative functions.
- This role operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, etc.
The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of duties performed by this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned by the Supervisor or his/her designee.
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