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Divisional Administrative Assistant
4 months ago
T.B. Penick & Sons, Inc. is looking for a full-time administrative assistant. The individual working in this dynamic role will be responsible for:
As a Divisional Administrative Assistant to the VP, your role would typically involve providing high-level administrative support to the Vice President of a particular division within an organization. Your responsibilities might include:
1. Calendar Management: Scheduling meetings, appointments, and managing the VP's calendar efficiently.
2. Communication: Handling emails, phone calls, and other correspondence on behalf of the VP. This might include drafting emails, responding to inquiries, and routing communications to appropriate parties.
3. Meeting Coordination: Organizing meetings, preparing agendas, taking minutes, and ensuring all necessary materials are distributed in advance.
4. Travel Arrangements: Booking flights, hotels, rental cars, and other travel logistics for the VP, as well as preparing travel itineraries.
5. Document Preparation: Drafting, formatting, proofreading, and editing various documents such as reports, presentations, and memos.
6. Data Management: Organizing and maintaining files, databases, and records, ensuring that information is easily accessible and up-to-date.
7. Project Support: Assisting with special projects as needed, which may involve research, data analysis, and coordination with other departments or external partners.
8. Expense Management: Processing expense reports, tracking expenditures, and ensuring adherence to budget guidelines.
9. Confidentiality: Handling sensitive information with discretion and maintaining confidentiality at all times.
10. Liaison Role: Serving as a point of contact between the VP and other departments, as well as external stakeholders.
11. Office Management: Overseeing administrative tasks within the division, such as ordering supplies, coordinating equipment maintenance, and managing office space.
12. Problem Solving: Addressing issues and resolving problems that arise in the course of daily operations, either independently or by escalating to the appropriate parties.
Overall, your role is critical in ensuring the smooth functioning of the VP's office and supporting the division's objectives effectively. Effective communication, attention to detail, organizational skills, and discretion are key attributes for success in this role.
Successful candidates will have the following skills:
Able to work in a fast paced environment
Ability to multitask
Friendly personality
Able to take direction and follow through on projects quickly and efficiently
Ability to find creative and cost effective solutions to problems
Work independently or in a team environment
Skilled in Microsoft Word, Power Point, Excel, and Outlook
We offer a competitive compensation package with great salaries, 401k, flex time off, paid holidays, and other benefits. Employer pays 100% of Employee premiums for medical, vision, dental and life insurance.
T.B. Penick & Sons, Inc. is an equal opportunity employer.
