Executive Administrative Specialist
2 weeks ago
Job Overview
The role encompasses a range of technical administrative functions that necessitate a comprehensive understanding of the organization and its operational processes.
Key Responsibilities:
- Typically reports to the Head of a significant NES Activity or a NEXCOM Group Division VPSVP.
- Engages in projects that support various programs and initiatives, which include conducting thorough research to gather, compile, and analyze data.
- Utilizes a variety of software applications, including word processing, spreadsheets, databases, and graphics tools.
- Prepares reports, charts, presentations, and other materials for senior management to facilitate operational reviews and decision-making.
- Receives and assesses incoming correspondence, directing it to the appropriate individual for action or drafting responses as necessary.
- Ensures that actions and replies are completed within set deadlines.
- Creates various forms of correspondence and reports from rough drafts or independently, ensuring clarity, completeness, and adherence to relevant procedures.
- Evaluates requests for meetings or briefings for senior management.
- Coordinates meetings, including logistics such as location, timing, and staff representation.
- Gathers necessary background materials for meetings and agenda items.
- Maintains records, logs, manuals, and other reference materials for the division.
- Arranges travel as needed.
- Plans and manages travel schedules, prepares travel orders, and processes claims.
- Tracks and reports on expenses, payroll, office supplies, travel, and other budget-related items.
- Welcomes visitors and manages telephone communications.
- Treats both internal and external customers with professionalism and courtesy.
- Performs duties with tact and diplomacy, including timekeeping functions and other related tasks as assigned.
General Experience:
A minimum of 3 years of experience in general clerical functions such as filing, typing, copying, binding, scanning, greeting or assisting visitors, answering phone calls, and processing expense sheets or invoices.
Substitution of Education for Experience:
One year of academic study beyond high school may substitute for 9 months of experience, with a maximum of a 4-year bachelor's degree applicable to general experience.
Specialized Experience:
At least 1 year of experience in performing administrative tasks for management professionals, including preparing reports, charts, or presentations using relevant software, accurately recording meeting minutes, organizing travel arrangements, managing appointments, composing letters or emails on behalf of managers, and maintaining filing systems.
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