Executive Administrative Assistant

Summary

Perform a wide variety of general or specialized administrative functions; greet internal and external customers, answer telephone, assist in travel arrangements for executive staff, prepare for meetings, keep records of meeting notes, administer calendar.

Primary Responsibilities

The responsibilities of this position include, but are not limited to:

• Maintain schedule for conference rooms.
• Orders needed and special request office supplies.
• Organizes and orders lunch for guests as requested.
• Recognize and handle security problems, stop trespassers and unauthorized visitors from gaining entrance by using documented procedures as a guide.
• Serves as primary contact with vendors for coffee, water, tea, etc. and purchases food as needed for executive conference rooms.
• Assist executive staff as requested.
• Assist executive and sales staff in making travel arrangements.
• Greeting visitors and advising the proper personnel.
• Prepare spreadsheets, PowerPoint and other documents for meetings as necessary.
• Perform other job-related duties as assigned.
• Ability to organize and prioritize work and meet deadlines.
• Organizes agenda, travel and meeting arrangements for executive staff.
• Books hotels, rental vehicles and travel arrangements for guests as needed.
• Performs all job duties in a safe manner according to GF processes.
• Adhere to ISO 9001 Quality, ISO 14001 Environmental, and OSHAS 18001 certification requirements.
• Responsible to maintain a safe working environment for all employees.
• Requires regular attendance per the schedule assigned by supervisor.
  
  

Knowledge And Skill Requirement

This position should possess the following skills/knowledge:

• High school diploma or GED, desired.
• Two (2) years experience as a direct assistant to a departmental or functional manager.
• Computer proficiency in Microsoft Office applications to include Excel, Word and PowerPoint is required.
• Computer proficiency in Microsoft Access is desirable.
• Ability to maintain confidentiality. Stellar references required.
• Strong verbal, written and interpersonal skills.
  
  

Environmental / Atmospheric Conditions

• Work environment is conditioned against most weather incursions, but can include frequent interruptions due to location near the reception area.
• Open office atmosphere / No Partitions.
  
  

Working Conditions / Physical Requirements

• High visual demands.
• Requires sitting for extended periods of times.
• Ability to use a computer keyboard for extended periods of time.
• Required to work a 40-hour workweek and be prompt and dependable.