Executive Assistant

3 weeks ago

Jacksonville, United States Vaco Full time
Vaco Staffing is looking for an Executive Assistant to support the CEO of a large corporation in the Jacksonville area.

Job description
This is a critical role in the organization ensuring that the CEO has the right support he needs to enable him to lead our company to achieve our vision.

This position oversees a wide variety of situations involving the administrative functions of the office, including preparing materials, scheduling, correspondence, travel, expenses, etc. Relies on considerable experience and judgment to set priorities, plan, and accomplish goals. Sound judgment and the ability to work independently is expected as well as a high level of attention to detail, flexibility, excellent written and verbal communication, ability to engage internal and external senior executives and professionally represent the office of the executive. May lead and direct the work of others.

Responsibilities: :
People Minded - Must show dignity and respect to all people
Integrity - Must exemplify the highest degree of ethical behavior
Results Oriented - Must show passion, pride and commitment to succeed
Trust - Must be honest, sincere and confident
Teamwork -Must build trusting relationships
Innovation - Must progress through a combination of creativity, common sense and vision
Balance - Must maintain an optimistic attitude and keep perspective on what is important in life.

This role is an extension of the executive and perform the following activities:
* Review requests for time on CEO's calendar, prioritizes and determines time/validates requests. '
* Resolves calendar conflicts and prioritizes appropriately.
* Review Inbox clear out unnecessary emails and flags most important items for review.
Prioritizes calls as they come in, determining if the CEO needs to return the call, if it should be rerouted or if it requires immediate attention.
* Anticipates issues, conflicts, and requests and proactively takes action to resolve them.
* Keep all electronic files and information organized and easily accessible for the CEO based on topic and priority.
* Interprets and adopts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations.
* Anticipates and prepares materials needed by the executive for conferences, correspondence, appointments, meetings, telephone calls, etc.
* Gathers appropriate data and prepares special or ad-hoc reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources. Prepares presentations using PowerPoint.
* Assists executive with administrative details, usually of a confidential nature. May include assisting in deduction resolution.
* Interfaces collaboratively with all Senior Leaders and addresses their requests diplomatically and with a sense of urgency.
* Interacts with Board Members confidently and appropriately.
* Represents that office of the CEO in a way that is polished, professional and compose

Qualifications
* High School Diploma with Associate's degree and/or formal administrative training or certification (preferred) or equivalent work experience.
* Must have 7 years or more of administrative assistant experience. Must have at least five years' experience working for middle management or executive level.
* Must present a consistently professional demeanor and be able to work in a highly visible position.
* Must have excellent organizational, interpersonal and communication skills.
* Must be able to organize tasks, establish priorities, maintain confidentiality and work as a team player. Competencies
* Organized
* Proactive
* Follow-Through/Take Ownership
* Sense of Urgency
* Composed
* Diplomatic
* Customer-Focused

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