Executive Administrative Assistant

1 week ago

West Des Moines, United States Aureon Full time

The EXECUTIVE AND OPERATIONS MANAGER is the trusted point of contact for the CEO. They provide a high level of administrative support to the CEO, and the broader Executive Team and ensures all details are executed to perfection.


ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Perform a variety of administrative functions. Demonstrates the ability to prioritize multiple tasks in a fast-paced environment while supporting the CEO. Executing all tasks with a positive service attitude.
  • Plan, organize and assist with the prioritization of the tasks, calendar and schedule of the CEO.
  • Prepare routine and advanced correspondence including letters, memoranda, and reports. Assist with presentations and speeches.
  • Assist in the planning, preparation and organization of meetings and events including creating agendas, taking minutes and planning and coordinating travel arrangements.
  • Manage complex projects.
  • Responsible for confidential and time sensitive material.
  • Schedule travel arrangements including reservations (airline, car rental, local ground transportation, hotel, lunch, dinner, etc.) and subsequent expense reporting.
  • Professionally and discreetly handles telephone calls emails and other correspondence. Communicates messages accurately and resolves inquiries whenever possible.
  • May attend management meetings; prepare and copy materials for meetings, gather agenda items, prepare and distribute meeting minutes as requested.
  • Maintains an organized and accurate filing system; develop tickler file to serve as a reminder of matters requiring attention on a future date.
  • Prepares weekly/monthly/quarterly reports and presentations, prepare Board Meeting materials, retain and maintain documents that may requested by Executive or by others.
  • Manage and complete expense reports.
  • Planning, coordination, and set up of meeting invitations, facilities, equipment, and other resources.
  • May supervise Front Desk and other administrative functions/employees.
  • Other duties as assigned


EDUCATION, TRAINING, AND EXPERIENCE:

Required

  • Associate’s Degree from accredited college or university in business or related field
  • Five to seven years of experience in administrative duties in a business environment
  • Or equivalent combination of education and experience


Preferred

  • Administrative experience for top level of leadership


REQUIRED SKILLS/CORE COMPETENCIES:

  • Proactive Anticipation of Needs – Demonstrate ability to foresee issues and implement preventative actions
  • Critical Thinking – Utilize analytical skills to effectively interpret needs
  • Business Acumen – Understands Aureon HR business values and utilizes industry information to effectively support the HR leadership team
  • Judgment – Exhibits sound judgment and demonstrates ability to make reasonable decisions in absence of direction; seeks clarification and approval on matters of significance when necessary
  • Confidentiality – Ability to recognize and safeguard confidential and proprietary information
  • Relationships – Demonstrate effective interpersonal skills to establish and maintain relationships with customers, employees, superiors and business contacts in a professional, timely and courteous manner
  • Project Management – Ability to effectively manage multiple projects simultaneously with minimal direction
  • Process Analysis – Ability to evaluate and improve current processes; recommend process changes to increase efficiency
  • Adaptability/Prioritization – Ability to effectively manage tasks and competing demands with the ability to quickly shift focus while maintaining high level of professionalism
  • Communication – Effective listening, written and oral communication skills
  • Exercises immaculate levels of discretion when exposed to confidential and sensitive information


TOOLS, EQUIPMENT, AND SOFTWARE:

  • Must be able to proficiently operate Windows PC with MS Office Suite including PowerPoint and Outlook
  • Proficient use with general office equipment

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

  • Primarily indoor work in an office environment requiring long periods of sitting
  • Frequent utilization of manual dexterity and visualizing of a computer screen
  • No unusual physical requirements.

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