Executive Administrative Assistant

This position will provide executive support to the President of Conectiv and may assist senior level and other key positions with daily scheduling and phone support as well as correspondence, travel arrangements, expense reports, mailings, shipping/FedEx, filing, lead management support and special projects as needed.

Responsibilities

• Manage detailed executive calendar - schedule and manage internal meetings, teleconferences, video conferences and external meetings
• Coordinate all aspects of onsite/offsite business meetings, video equipment setup, meeting room bookings, catering (upon approval), PowerPoint presentations, spiraling, etc.
• Error free preparation of PowerPoint presentations, Excel spreadsheets and Word documents
• Prepare clear and concise records, reports, correspondence and other written materials
• Reconcile and complete expense reports for senior executives, ensuring all backup documentation and receipts are included, and expenses are within company policy. Review Expense reports from President's direct reports and flag charges that are not within policy.
• Screen incoming phones calls and follow-up with actions as necessary
• Maintain records and comprehensive paper and electronic filing system
• Domestic and international travel coordination for supported positions, which includes securing best rates, supplying frequent flyer miles and arranging for hotels and rental cars within travel policy guidelines
• For International travel, make sure traveler has all documents required (Visa applications, Passport renewal, completion of Mexico Safety travel documentation, and other critical information)
• Prepare and process check requests
• Order and stock office supplies for department, and manage receiving through accounting system (JBA)
• Back-up support to other Executive Assistants
• Perform other more intricate duties as needed to ensure optimal support

Qualifications

• HS Diploma/GED or equivalent combination of education and experience
• Exceptional relationship-building skills with the ability to earn the trust and confidence of internal and external stakeholders
• Professional level written and verbal communication skills - ability to interface and communicate effectively with multiple functional groups, geographic regions/cultures, various levels of internal and external organizations
• Excellent interpersonal skills with the ability to elicit cooperation from a wide variety of sources, including upper management, clients, other departments, and interact with various work behavior styles
• Must have at least 3 years’ experience as an Executive Assistant to a senior level position
• High degree of proficiency in computer/software applications knowledge required: Microsoft Office, Word, Excel, Outlook and PowerPoint, and Visio (for Org charts, not required, but beneficial)
• Make sound independent decisions, exercise discretion, and maintain confidentiality

Preferred Education and Experience

• Bachelor’s degree in business or a related field or equivalent education, training and experience preferred
• 5 years’ executive assistant experience to President level position or higher

Additional Eligibility Qualifications

• Highly self-motivated and proactive with ability to handle multiple projects and deadlines within an ever-changing, fast-paced environment
• Strong attention to detail with desire/willingness to learn and make a meaningful contribution to the group
• Solid collaboration skills - able to influence outcomes and bring initiatives to successful completion through multi-level internal/external customers
• Ability to analyze and interpret various documents, computer printouts, financial reports and/or legal documents

Supervisory Responsibility

• May supervise administrative assistants, leadership qualities needed for providing direction and motivating others

Work Environment

• This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, phones, photocopiers, filing cabinets, fax machines and smartphones.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

While performing the duties of this job, the employee is regularly required to communicate (verbal/written), converse with, and exchange information with others. The employee is frequently required to remain in a stationary position for extended periods of time; occasionally move about inside the office to access file cabinets, office machinery, converse with co-workers, and monitor interactions within the facility; may need to position oneself to move between tight or low spaces. The person in this position must operate a computer and other office machinery such as a copy machine, printer, calculator; pull/retrieve/file documents in a filing cabinet. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.