Executive Support Specialist

3 weeks ago

Overland Park, United States TALENT Software Services Full time

Are you an experienced Executive Support Specialist with a desire to excel? If so, then Talent Software Services may have the job for you Our client is seeking an experienced Executive Support Specialist to work at their company in Overland Park, KS.


Position Summary: Will be working under two chief officers managing calendars and proactively prioritizing the schedules. This position will be managing confidential items and will need to have a high level of discretion.


Primary Responsibilities/Accountabilities:

Works under the general direction of the Chief Digital & Technology Officer and Chief of Staff, D&IT. To provide administrative support services and perform a broad range of administrative functions based upon an understanding of company policy, manager’s views, and philosophy. Deals with matters of the highest confidential nature that involve strategic operations, and legal or financial issues, requiring utmost diplomacy and sensitivity. Duties and tasks are non-routine, requiring substantial and regular independent judgment. Possesses thorough knowledge of the workgroup’s policies and procedures, as well as an in-depth understanding of company policies and processes. Frequently interacts with upper management within and outside their workgroup. Exchanges information with key external contacts, such as board members, financial stakeholders, and outside consultants.

  • Organizes flow of administrative work through supervisor’s office.
  • Organizes and prioritizes activities for manager(s), including controlling access to manager’s calendar.
  • Maintains manager's or work group's calendar.
  • Acts as manager's delegate in assigned areas.
  • Screens and responds to telephone and email inquiries, as well as written correspondence, on behalf of manager.
  • Plans and arranges meetings, travel, and events, and coordinates applying for international travel documents.
  • Initiates or composes various documents including correspondence, reports and presentations requiring knowledge of manager’s views, philosophy, and some understanding of technical matters.
  • Researches, analyzes and summarizes information.
  • Participates in developing, administering and communicating policies and procedures.
  • Serves as a resource to others in the resolution of problems and issues. Refers the most complex issues to management.
  • Contributes to the development of other department or company initiatives.
  • Generates or distributes ad hoc reports using various business systems and databases.
  • Generates simple to complex documents, such as letters, memos, spreadsheets and presentations.
  • Creates expense reports.
  • May coordinate completion of timesheets.
  • Reviews and approves timesheets.
  • May code, route, and track invoices.
  • May review expense reports for compliance.
  • May verify accuracy of invoices prior to approval.
  • Performs other general clerical duties as needed.


Preferred:

  • 10+ years of relevant experience preferred.
  • Advanced MS Word skills
  • Advanced MS Excel and PowerPoint skills
  • Advanced MS Outlook skills
  • Spelling and grammar skills
  • Concentration and cognitive skills
  • Initiative
  • Interpersonal skills
  • Attention to detail and reading comprehension
  • Communication skills, including verbal and written skills
  • Customer focus
  • Ability to make decisions
  • Ability to prioritize
  • Expense Reporting Systems (Creating)
  • Expense Reporting Policies & Procedures (Reviewing and approving)
  • Time Reporting Policies & Procedures
  • Time Reporting Systems
  • PeopleSoft & Blueprint Intermediate Users
  • Human Resource Information System (PeopleSoft and Blueprint--Advanced and Reporting)
  • Travel Systems
  • StafTrak
  • Telephony and Web conferencing
  • Electronic Repository Systems
  • Financial Information Systems

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