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Executive Assistant

3 months ago

St Charles, United States AFB International Full time

Description

Job Summary:

The Executive Administrative Assistant will provide high-level administrative support to the various executives of the departments with in the organization. This position requires exceptional organizational skills, corporate communications both verbal and written, discretion with handling sensitive information with the utmost confidentiality. The Executive Administrative Assistant will be responsible for a wide range of administrative tasks to facilitate each functions needs, and these duties may fluctuate based upon the needs of the executive.

Key Responsibilities:

Calendar Management:  Efficiently manage and maintain the Executive’s schedule, ensuring timely reminders and coordination of appointments, meetings, and conferences.

Communication:  Handle and prioritize incoming and outgoing communications, including emails, phone calls, and written correspondence, in a professional and timely manner.

Travel Arrangements:  Make travel arrangements, including flight bookings, accommodations, and itinerary planning, to ensure seamless travel experiences for the Executive; as well as submit Concur expense reports on behalf of the Executive.

IFS Administration: Creates Purchase Requisitions, as well purchase materials needed for their assigned department when applicable.

Documentation and Filing:  Organize and maintain records, documents, and files, both electronic and physical, ensuring easy retrieval when necessary.

Event Planning/Meeting Coordination:  Arrange and coordinate meetings, conferences, tradeshows and events; including preparing materials, setting up venues, creating agendas and taking minutes when required.

Confidentiality:  Maintain the highest level of confidentiality and discretion when handling sensitive information and documents.

Expense Management:  Monitor and manage expense reports, ensuring accuracy and adherence to the budget, as well as maintain personal expenses to be submitted to the finance team per the deadline requirements.

Qualifications:

Bachelor's degree in business/business administration, or 5+ years of experience in related field is preferred.

Exceptional organizational and time-management skills.

Strong written and verbal communication skills.

Proficiency in office software, including Microsoft Office Suite.

Ability to handle multiple tasks simultaneously while maintaining attention to detail.

High level of professionalism, discretion, and ethical standards.

Strong problem-solving skills, self-starter and the ability to work independently.

Flexibility and adaptability to changing priorities and work demands.

IFS, Concur and Salesforce experience preferred

Supervisory Responsibilities:

This position will not have direct reports.

Physical Demands  

While performing the duties of this Job, the employee is regularly required to sit. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds.

The noise level in the work environment is usually quiet. There may be instances where lab work can create an odor or less quiet workspace.

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