Executive Assistant

The Executive Assistant enhances the Executives’ effectiveness by providing information-management support, implementing administrative systems, procedures and polices, monitoring administrative projects, providing office services, and representing the Executives to others.

Qualifications:

* Six or more years experience working as an Executive Assistant.

* Associates Degree, preferably supplemented by advanced training in business, organizational and computer skills, and office procedures.

* Excellent telephone and public relations skills, ability to handle pressure, and typing skill of approximately 65 w.p.m.

* Sense of urgency to complete the task at hand.

* Ability to keep information in confidence.

* Advanced proficiency with the use and definition of computer spreadsheets, databases, and word processor documents.

* Punctual, have a good work attitude and work cooperatively with others in the department and company.

* Ability to travel as needed.

* Accept and benefit from constructive criticism.

* Any other equivalent combination of training and experience.

Typical Duties and Responsibilities:

1. Conserves Executives’ time by reading, researching, and routing correspondence, drafting letters, memos and documents, answering and initiating communications.

2. Knows the formal and informal departmental goals, standards, policies and procedures, which includes familiarity with other department goals within the company.

3. Maintains Executives’ appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel.

4. Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations. Preserves report confidentiality as required.

5. Arranges, participates in and transcribes as directed, conferences and meetings.

6. Plans, organizes and attends national trade shows and other sales conferences.

7. Welcomes guests and customers by greeting them, in person or on the telephone and answering or directing inquiries.

8. Maintains customer and employee confidence and protects operations by keeping information confidential.

9. Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.

10. Creates forms, procedures, and training materials by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

11. Completes special projects assigned by Executives.

12. Maintains professional and technical knowledge by attending educational workshops and reviewing professional publications.

13. Observes company policies. Continuously finds processes that create improved efficiency while maintaining conformance to requirements. Acknowledges responsibility to satisfy the customer, reduce cycle time and eliminate waste.

14. Contributes to team effort by performing other duties as assigned. May perform related duties or fill in for others in the department or other departments when requested. May train or instruct fellow workers regarding own duties. Job duties are subject to change as directed by management.