Executive Administrative Assistant
1 week ago
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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