Administrative Support Specialist
3 days ago
The Executive Assistant provides administrative support to senior-level executives, ensuring the smooth operation of the organization. This role requires a high degree of professionalism, integrity, and discretion.
Key Responsibilities- Manage multiple assignments simultaneously, prioritizing tasks and following through on issues in a timely manner.
- Prepare documents, reports, and presentations with attention to detail and proofreading.
- Draft correspondence, reports, and other documents, ensuring accuracy and professionalism.
- Locate and retrieve files, documents, and reports efficiently.
- Maintain and enhance current filing systems, ensuring organization and accessibility.
- Schedule and arrange meetings, appointments, and tours, coordinating with executives and other stakeholders.
- Prepare and send notices and materials to meeting participants, ensuring timely and accurate communication.
- Arrange travel and accommodations as needed, ensuring seamless execution.
- Order necessary supplies and materials, managing the executive's office budget.
- Prepare check requests and expense reports, ensuring accuracy and compliance.
- Communicate and collaborate with others regarding administrative functions and activities, providing exceptional customer service.
- Resolve routine problems in person, by phone, or through correspondence, demonstrating professionalism and discretion.
- Participate in meetings and events as necessary, representing the executive and the organization.
- Interact with other executive and administrative assistants to ensure coverage, communication, and coordination of work.
- Completion of two years of college-level coursework in business or a related field.
- Minimum of five years of recent and progressive executive assistant experience working for a senior-level executive.
- OR an equivalent combination of education and experience sufficient to successfully perform the essential functions of the role.
- Excellent written and verbal communication skills.
- Excellent interpersonal and customer service skills.
- Ability to work with Board, Executive, and Senior Leaders in an effective and professional manner.
- Able to establish and maintain effective working relationships with internal and external contacts.
- Proven ability to work with confidential, time-sensitive, and restricted information.
- Able to multi-task and take on new tasks/projects with short notice and to work independently without significant assistance or direction.
- Strong decision-making ability, attention to detail, and outstanding follow-through.
- Requires excellent analytical and problem-solving skills.
- Excellent calendar management skills, including the coordination of complex meetings.
- Strong knowledge of Microsoft Office, including Outlook, Word, Excel, PowerPoint, and related software programs.
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