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Office Administrator

3 months ago

Michigan Center, Michigan, United States VetJobs Full time
Job Description

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps.
Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.

JOB DESCRIPTION

The successful candidate should have exceptional communication skills - both verbally and written - complete all tasks in a timely manner, understand how to prioritize, and be a problem solver. The candidate will need to understand the Company's structure and will need to develop working relationships with other assistants, executive leaders, and operations partners. The candidate will be a valued member of the team and should be open to learning about the business beyond the day-to-day activities of the role.
RESPONSIBILITIES
  • Identifies the preferred method of support for the executive and appropriately accommodates their working style. Partners with the executive to help them be efficient and effective with their time, consistently maintaining strong communication.
  • Manages the executive's calendar and correspondence; resolves scheduling conflicts in a timely manner and keeps the executive informed of changes and updates.
  • Maintains, organizes, and archives Outlook calendar, communications, and folders as appropriate, keeping the executive well-organized and aligned to Company records and retention schedules.
  • Sorts, screens, and distributes incoming and outgoing mail for the executive. Highlights information of interest and/or curate reading material.
  • Optimizes travel arrangements (e.g., transportation, accommodations, agenda, visa/passports) based on the executive's travel needs and preferences. Manages complex itineraries, including any changes. Completes related expense reports.
  • Assists the executive with preparing for meetings, including preparing materials, obtaining materials in advance, distributing materials, and keeping the executive on schedule. Obtains appropriate support for virtual attendees as well as various media needs and other logistics.
  • Screens incoming calls and responds to emails as needed.
  • Greets and assists planned guests and manages unannounced visitors.
  • Assists with coordinating and managing meetings and events such as staff meetings, all-hands meetings, off-sites, team gatherings, etc., overseeing calendars, communication, technology, office space, logistics, and related follow-up activities.
  • Prepares, updates, and organizes information for inclusion in reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.
  • Participates as an adjunct member of the executive's leadership team, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items.
  • Coordinates employee skip-level meetings and other interactions between executives and employees when appropriate.
  • Assists with special projects as needed
Additional Qualifications/Responsibilities

Minimum requirements we seek:
  • High school diploma or GED
  • 3+ years of experience as an executive assistant or project manager
  • 3+ years of Microsoft software experience (e.g., Outlook, SharePoint, OneDrive, PowerPoint, Word, Excel, and other related programs)
Our preferred requirements:
  • Bachelor's degree or professional associate's degree
  • Excellent writing, editing, and proofreading skills
  • Learns new software systems and products/cloud tools with ease
  • Responsive, self-starter; takes initiative in resolving issues or concerns
  • Detail-oriented, organized, and excellent time management skills
  • Displays a high degree of integrity and maintains confidentiality of sensitive information
  • Works well independently with minimal supervision
  • Ability to work collegially and collaboratively within a team environment in an open-concept office area
  • Comfortable interacting with all levels of the organization, from executive leadership to individual contributors
  • Ability to plan, prioritize, and support multiple assignments simultaneously
  • Willingness and flexibility to support across all North America time zones