Executive Support Professional

2 weeks ago

Seminole, Florida, United States Just Write Full time

Job Title: Executive Support Professional

 

About Us:

We are a writing services company, 'Just Write', that helps clients communicate effectively through high-quality content. Our team of professionals is dedicated to providing exceptional support to our clients and their leadership.

 

Job Overview:

The Executive Support Professional provides comprehensive administrative and clerical support to the Department Director and the department, ensuring smooth office operations and effective communication. This role involves managing a wide range of administrative tasks, including payroll, scheduling, document preparation, and coordinating office functions.

 

Key Responsibilities:

  • Payroll and Record Management:

    • Compile, compute, and maintain departmental payroll, attendance, and other personnel records with accuracy and attention to detail.
    • Prepare and submit paperwork for personnel actions, including payroll processing and updates, ensuring compliance with departmental procedures.

  • Administrative Support:

    • Provide direct support to the Department Director by preparing correspondence, reports, and other documents as needed.
    • Maintain the Department Director's calendar, scheduling appointments, meetings, and managing time efficiently.
    • Draft, proofread, and generate reports, forms, and other official documents, ensuring accuracy and consistency.

  • Customer Service and Communication:

    • Answer phone calls and respond to inquiries in a professional and courteous manner, directing calls or providing information as appropriate.
    • Manage incoming and outgoing mail, including sorting, delivering, and responding to correspondence.

  • Meeting Coordination and Documentation:

    • Schedule and coordinate meetings, including preparing agendas, distributing materials, and summarizing minutes of meetings.
    • Maintain organized records of meetings, ensuring that all documentation is up-to-date and accessible when needed.

  • Office Coordination:

    • Coordinate office functions, including preparing purchase orders, processing invoices, and managing billheads.
    • Receive and process goods and services for payment, ensuring proper documentation and adherence to procurement procedures.

  • Special Projects and Research:

    • Conduct research and gather data for the completion of special projects and work assignments as directed by the Department Director.
    • Assist with tasks related to inventory management, cost allocation worksheets, vehicle verification, and assignments.

  • Office Supplies and Technology Management:

    • Assist in maintaining office and operating supplies, managing small department technology service requests, and processing p-card orders.
    • Monitor supply levels and reorder as necessary to ensure the office operates smoothly without interruptions.

  • Confidentiality and Data Management:

    • Handle sensitive information and maintain confidentiality in all matters related to personnel, departmental records, and communications.
    • Ensure that all files and records are maintained in an organized, secure, and accessible manner.

 

Salary: $45,000 - $55,000 per year

 

Qualifications:

  • A high school diploma or equivalent; additional administrative or secretarial training is a plus.
  • Proven experience in an administrative or clerical role, preferably supporting senior management.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Excellent organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.
  • Strong written and verbal communication skills with attention to detail.
  • Ability to handle confidential information with integrity and discretion.
  • Strong interpersonal skills and the ability to work independently as well as part of a team.

 

Benefits:

We offer a competitive salary, opportunities for professional growth, and a dynamic work environment.

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