What are the responsibilities and job description for the Executive Assistant position at Corporate Travel Service?
Summary:
The Executive Assistant is a full-time position that supports the Owners of Corporate Travel across a diverse array of clerical, operational and administrative responsibilities. The role oversees both internal and vendor-facing communications, document preparation, management of Owners’ office calendars and voicemails, filing of sensitive and proprietary documents, courier service to local destinations, and general recordkeeping, specified matters of governance, and other ad-hoc assignments.
ONGOING RESPONSIBILITIES:
• Composing and filing electronic documents in Microsoft Word, Excel or Powerpoint
• Maintain membership, event attendance, and invitation logs for affiliated organizations
• Renew affiliated organizational memberships for owners
• Daily clearing and reporting of Owners’ voicemails
• Assisting in the scheduling of appointments on the Owners’ calendars
• Planning and preparing for hosted meetings and social functions both within the company offices
and at local restaurant venues
• Driving to local destinations to make deliveries or purchases on behalf of the Owners
• Maintaining strict confidentiality and safeguarding the storage of sensitive company documents
• Supporting the general office management functions, including utility contracts, supply room
inventory, kitchen supplies, Copy equipment maintenance, postage machine maintenance
• Opening and distributing daily incoming mail and posting and mailing outgoing checks
• Creating travel itineraries for owners and special clients
• Assisting in the printing and mailing of brochures and other deliverables to clients and vendors
• Ordering and sending gifts and care packages to various business partners
• Occasional visits to bank to post deposits for affiliated organizations
• Assorted other unique tasks as assigned by Owners
REQUISITE SKILLS AND QUALIFICATIONS:
• Associates degree in a related field
• Proficiency with Microsoft Word and Microsoft PowerPoint
• Typing skills
• Disciplined accuracy and attention to detail
• Flawless punctuality and timeliness
• Ability to communicate professionally and articulately in both spoken and written discourse
• Comfort with learning new software applications
• Ability to manage multiple projects simultaneously of varying complexity while protecting quality
of work
• Ability to build positive relationships and partnerships within the department, across the
organization and with external vendors
• Ability to balance a checkbook
• Willingness to support endeavors outside of business hours when necessary