Executive Administrative Assistant

3 weeks ago

Parsippany, United States Acrow US Full time
Job DescriptionJob Description

At Acrow our work is a vocation, not a transaction.

The Acrow team is committed to serving communities with passion and integrity. Our team members are drawn from diverse backgrounds, offering a variety of perspectives that help Acrow develop creative, innovative solutions in collaboration with our clients and stakeholders.

With a global mindset and project experience in more than 150 countries, the Acrow team is proud to deliver on its shared mission of building bridges and connecting people, leaving a legacy of partnership and purpose.

Title: Executive Administrative Assistant

Primary Purpose:

Provide confidential executive-level assistance and support to the President and COO and senior executive management team by providing administrative support, managing multiple priorities, activities and confidential matters with discretion and balance.

Duties and Responsibilities:

  • Manage multiple complex travel calendars to include scheduling appointments and arranging meetings, coordinating itineraries, and booking travel arrangements, lodging, and meeting accommodations.
  • Compile, print and produce company sensitive information in professional format (e.g., binders, books) in support of executive and Board meetings.
  • Complete special projects and assignments as requested by the CEO or Executive Management team.
  • Prioritize conflicting needs, handle matters expeditiously, proactively and follow-through on projects to successful completion, often with deadline pressures.
  • Operate as a virtual assistant when needed, supporting company executives during international travel.
  • Research and collect data to prepare presentations, spreadsheets and documents for review and presentation by board members, committees, and executives.
  • Assist in timely management of all oral and written communication by independently preparing reports, letters, emails, and statements. Monitor and follow up with communication until the issue is resolved.
  • Act as a point of contact between executives, employees and clients and facilitate communication by distributing information and scheduling presentations.
  • Manage phone calls, memos, submissions, emails, and other correspondence and distribute as needed.
  • Organize and maintain files, records and databases while adhering to high levels of confidentiality.
  • Complete and submit expense reports for President.
  • Greet visitors and determine executive availability in accordance with schedules and priorities.
  • Arrange corporate company events.
  • Responsible for general administrative support such as ordering supplies.
  • Understand and adhere to all Acrow’s policies and applicable laws.
  • Travel to other Acrow Locations or Customer Sites as necessary
  • Perform other duties as required.

Skills and Knowledge:

  • Master knowledge of Microsoft software applications, ERPs, cloud systems and other software applications as required.
  • Proven ability to successfully interact with all levels of employees and customers.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Proven experience as an Executive Administrative Assistant or other relevant senior administrative support experience
  • Excellent organizational skills with an ability to think proactively and prioritize daily and longer-term work.
  • Must be detail oriented and able to meet deadlines in a fast-paced quickly changing environment.
  • A proactive approach to problem-solving with strong decision-making skills
  • Excellent verbal and written communications skills

Minimum Education and Experience:

  • Associate degree in related discipline and 8-10 years of experience or an equivalent combination of education, skills, and experience
  • Minimum of 5 years or equivalent work-related experience supporting senior executives

Working Conditions:

  • Primary working hours will be 8am-5pm with occasional evening and weekend hours.
  • Must be reachable during off-hours on a limited basis.
  • Work is typically performed in an office environment which requires proper safety precautions. Work may require some physical effort in the handling of light materials, boxes, or equipment.
  • Work requires travel and the ability to transport and set up displays and other items.

The above job description is not intended to be, nor should it be construed as exhaustive of all responsibilities, skills, efforts, or working conditions associated with the job.

Requests for reasonable accommodation will be considered to enable individuals with disabilities to perform the essential functions of this position.

Equal Opportunity Employer, M/F/Vets/Disabled

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