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Product Development
3 months ago
Job Summary: Serves as key brand ambassador and first point of contact for all employees, visitors, vendors/suppliers, and guests at the Innovation Center. Provides energetic and friendly assistance to ensure that each visitor has a warm and efficient experience in line with the Cirrus lifestyle. Performs various tasks to include greeting and servicing customers, registration, providing information services to meet Executive and senior Product Development leader requests which may include identifying lodging, food, and attraction opportunities, researching travel arrangements, making telephone calls, assisting with parcels, etc.
Provide administrative and advisory support to executive and senior Product Development leadership, by proactively managing activities, calendars, callers, emails, other communication, and meeting/travel requirements to support Executive and senior Product Development members and their teams so they can focus on highest value-added priorities. This position is responsible for highly confidential and time sensitive material. Professional maturity, attention to detail, discipline and high emotional intelligence required.
Job Duties and Responsibilities (Essential Functions):
- Greets and ensures all guests/visitors and non-Product Development employees are checked in with proper identification, visitor badges and are escorted by employees beyond the lobby area.
- Support Executives and senior Product Development leaders by organizing calendars, preparing travel arrangements, arranging conference calls, and attending meetings.
- Prepare executives for meetings, including preparation of materials, briefings, & attendees.
- Answer and handle phone calls and inquiries to the Executive offices using appropriate etiquette and advanced level of spelling and grammar; speak with others using clear and professional language.
- Work collaboratively with Executives and the broader team, along with other Executive Coordinators, to ensure streamlined workflow; leads by example.
- Create professional written communication, dynamic/engaging in-house and public presentations, reports, & spreadsheets.
- Manage complex travel and meeting arrangements, team meetings, personal meetings.
- Traffic expense reports, invoices, and manage team expenses; assists with annual budget process.
- Greet persons, determine nature and purpose of visit, and direct/escort to destination.
- Follow all company policies and procedures, ensure personal appearance is clean and professional, maintain confidentiality of proprietary information, and protect company assets.
- Coordinates travel arrangements for visitors/customers as approved and requested.
- Handles incoming calls, screens, and transfers calls. Communicates with callers in a professional, friendly, and efficient manner.
- Handles guest complaints in a professional manner and routes as appropriate to solve concerns to the degree possible.
- Prepares miscellaneous correspondence and documents utilizing computer software programs.
- Effectively handles multiple priorities, organizes workload, and meets deadlines.
- Maintains, organizes, and stocks supplies for front reception area, customer lounge, training rooms, and other areas as needed.
- Serve as backup to other Executive coordinators when they are on vacation or busy.
- Serve as clearing house for facility questions and requests and then share with facilities team for the building.
- Serve as a “face” of the building and be involved in matters for the building.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
High school diploma or equivalent
Two years related reception/concierge experience working in a corporate environment
Hospitality experience preferred
Demonstrated Proficiencies/Skills/Abilities:
- Must be able to demonstrate the ability to read, write and speak the English language.
- Excellent professional written and oral communication skills are a must.
- Strong work ethic and a high level of professional demeanor.
- Advanced proficiency in Microsoft Office Suite applications, including Microsoft Excel, Word, & PowerPoint.
- Basic accounting and financial management skills.
- Ability to remain poised in a fast-paced, demanding, high-energy environment.
- Strong organization skills, attention to detail, and communication skills required.
- Ability to be self-motivated, resourceful and solution oriented.
- Ability to prioritize multiple tasks and deadlines and work within prescribed project budgets and challenging project deadlines.
- Ability to handle highly confidential material with discretion.
- Ability to problem solve.
- Ability to implement conflict resolution strategies.
- Anticipate needs; ‘see around corners’, ‘read the moment’; be highly collaborative.
- Ability to diffuse high pressure situations with professionalism and tact.
- Ability to organize effectively and possess excellent recall abilities.
- High emotional intelligence, professional maturity, reliable, self-disciplined.
- Filter distractions and keeps Executives focused and scheduled on highest priority and highest-value activities.
- Strong interpersonal communication skills required.
- Clear and professional telephone skills.
- Ability to ensure that security standards are met.
- Professional attitude and appearance required.
- Able to prioritize tasks and meet deadlines as required.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Overtime hours may be required.
