Executive Assistant

4 weeks ago

Fresno, United States Robert Half Full time
Job DescriptionJob Description

We are offering a permanent employment opportunity for an Executive Assistant located in FRESNO, California, United States. As an Executive Assistant, you will be instrumental in managing and facilitating communication within the office, supervising front office activities, and maintaining sensitive files and records.


Responsibilities

• Facilitate communication with executive, administrative, and line management to gather and convey information relevant to the executive's office and responsibilities.

• Oversee the activities of the front office and supervise receptionists.

• Collect, compile, and analyze information and data from diverse sources.

• Draft reports, manuals, agendas, correspondence, and memoranda.

• Handle mail and inquiries independently, determining if executive action is required based on established guidelines.

• Redirect routine matters to the appropriate parties for action and follow up to ensure proper resolution.

• Manage incoming telephone calls, tactfully handling inquiries, or directing them to the appropriate party.

• Welcome visitors, discern the purpose of their visit, and guide them to the relevant person or department.

• Coordinate and arrange travel reservations and appointments.

• Process expense reports for the executive.

• Finalize material from complex drafts which may involve frequent use of specialized terminology and statistical data.

• Plan the layout of complex reports, proposals, and spreadsheets.

• Interface with clerical and secretarial staff within and outside the function.

• Liaise with firms, organizations, or individuals outside the company for coordination purposes.

• Minimum of 2 years of experience as an Executive Assistant or in a similar role.
• Proficiency in ADP - Financial Services is required.
• Demonstrated ability to use Cisco Webex Meetings effectively.
• Experience with Concur for expense management is preferred.
• Familiarity with CRM software for customer relationship management is an advantage.
• Knowledge of Kronos Timekeeping System is necessary.
• Proficiency in About Time software for project management is desirable.
• Exceptional calendar management skills are needed.
• Strong verbal and written communication skills are essential.
• Ability to manage and coordinate conference calls efficiently.
• Must be capable of handling correspondence professionally and promptly.

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