Executive Administrative Coordinator

2 months ago


Memphis, Tennessee, United States Stifel Full time

Overview:

The Executive Administrative Coordinator plays a crucial role in providing comprehensive administrative support to the department and its leadership. This position is essential for ensuring the efficient operation of daily departmental functions. The Executive Administrative Coordinator undertakes all responsibilities of an Administrative Assistant I but with greater complexity and additional tasks.

Key Responsibilities:


• Welcome visitors and phone inquiries, addressing their questions, offering information, taking messages, and directing them to the appropriate personnel based on their needs; respond to queries; investigate issues; and resolve challenges.

• Draft and disseminate meeting notes, standard correspondence, and reports.

• Utilize office machinery such as fax machines, copiers, and telecommunication systems, and operate computers for assigned tasks involving spreadsheets, word processing, database management, and other necessary applications.

• Manage the preparation and distribution of incoming and outgoing mail; formulate responses to correspondence involving complex inquiries.

• Develop and maintain spreadsheets for tracking purposes; execute data entry for the preparation of various detailed reports.

• Organize, establish, and maintain both paper and electronic filing systems for records, correspondence, and other materials, including off-site storage, as required in a systematic and easily accessible manner.

• Oversee calendar management; coordinate appointments, meetings, and conference calls as necessary; prepare agendas and arrange logistics for meetings; coordinate travel plans.

• Procure and ensure the availability of necessary supplies for the department.

• Compile, assemble, bind, and distribute various marketing or communication materials.

Required Qualifications:


• Demonstrated professionalism, initiative, and sound judgment, taking pride in work and accountability for errors.

• Strong communication skills to effectively engage with all levels of management and staff.

• Ability to organize, prioritize, and manage multiple tasks, responsibilities, and deadlines efficiently.

Education and Experience:


• Minimum Requirement: High School Diploma or equivalent experience that enables performance in all aspects of the role.

• Minimum Requirement: 3+ years of experience in an administrative capacity.

Technical Proficiency:


• Proficient in Microsoft Excel, Word, PowerPoint, and Outlook.



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