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Executive Assistant

4 months ago

Evansville, United States FLANDERS Full time

Primary Purpose: Provide confidential administrative support to the Executive Leadership Team. Manage and maintain schedules requiring interaction with both internal and external individuals to coordinate a variety of meetings and communications. Discern between requests and/or tasks directed to leaders and determine how and with whom they will be addressed. Manage small projects and work independently with little to no supervision.



Essential Functions:

Assistant

  • Serve as the primary administrative support to the Executive Team. Support other individuals as requested.
  • Organize individual work, coordinate projects, set priorities, meet deadlines, and follow up on assignments with a minimal direction.
  • Based on direction provided, respond to general correspondence of a routine nature.
  • Prepare financial and data spreadsheets, presentations, invoices, reports, memos, letters, and other documents using word processing, spreadsheet, database, and/or presentation software.
  • Review and summarize miscellaneous reports and documents (e.g. expense reports); prepare background documents and outgoing mail as necessary.
  • Assist in gathering management reports from different sources such FLANDERS functional leadership team (Sales, Operations, Service, Engineering, etc).
  • Prioritize and manage multiple projects simultaneously and follow through on issues with excellence while meeting deadlines with a minimal amount of direction.
  • Arrange travel schedule and reservations and prepare expense statements. Organize and submit expenses for reimbursement.
  • Prepare company, customer, and/or vendor communications and presentation materials.
  • Schedule business meetings and logistical set-up media including video, audio, etc. to maximize communication efficiency.
  • Attend meetings, take minutes, and distribute minutes of meetings.
  • Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
  • Open, sort, and distribute incoming correspondence.
  • Manage and maintain department office supplies.
  • Maintain both hardcopy and electronic copy of contracts and documents.
  • Assist visitors, including customers and vendors.


Requirements:

  • High school diploma or equivalent work experience
  • 3 years of executive administrative experience.

Other:

  • to maintain confidentiality to highly sensitive data.
  • to be flexible and work within an administrative matrix.
  • written and verbal communication skills with all levels of the organization.
  • organizational skills.
  • time management skills with the ability to multitask while coordinating multiple priorities.
  • knowledge of personal computers, Microsoft Office software including Microsoft Project.