Executive Support Specialist
5 days ago
The Executive Support Specialist will provide high-level administrative support to a Senior Vice President. This individual may also provide backup support to higher-level management as needed.
Job Responsibilities:
- Responsibilities include all administrative functions of the department:
- Answering phones and responding to inquiries
- Calendar management and scheduling appointments
- Scheduling domestic and international travel
- Managing correspondence and scheduling couriers
- Processing expense reports and invoices
- Meeting and event planning
- Creating or modifying business documents and presentations
- Preparing presentations from source materials
- Handling teleconference and BlackBerry setups
- Acting as a liaison for remote access issues
- May include some support for tracking budget expenditures
- Adheres to executive processes and guidelines
- Creates board books as requested
- Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations
- Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures
- Orders business cards and stationery
- Uses advanced software skills to perform work assigned
- Uses and understands Microsoft Office Suite and other business-specific software
- Coordinates new employee office set-ups and onboarding
- May train/coordinate work for new administrative assistants
- Follows executive onboarding procedures
- Interacts with high-level executives every day
- Advanced knowledge and understanding of business processes and requirements
- Consistently handles confidential or business-sensitive information
- Data is typically organizational or multi-dimensional
- Maintains and manages executive calendar
- Manages domestic and international travel plans using executive guidelines
- Proactively identifies and resolves scheduling conflicts
- The primary point of contact for the manager's schedule
- High School Diploma or GED
- Minimum of 7 years previous admin experience or equivalent
- Associate's Degree in Secretarial Sciences
- Ability to operate independently and work on own initiative
- Advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook
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