Executive Assistant

Position Overview

The primary role of the Executive Assistant is to perform routine and advanced tactical duties that allow other professionals to focus on strategic initiatives. These duties include, but are not limited to organizing files, creating correspondence, preparing reports and documents, managing calendars to schedule appointments, sort mail, and offer general staff support. This role also serves as an initial point of contact, answering phones and greeting visitors. Occasionally, the incumbent might engage in event planning, meeting arrangement and functional implementation. Very often, this role will make travel arrangements and generate itineraries. Finally, this position interacts professionally with a wide variety of people from all levels inside and outside the organization.

Key Responsibilities

On any given day, the incumbent may perform a variety of tasks, such as those noted below. This is not an all-inclusive list:

• Collaborate with Project teams for site events
• Assist managing the Business Unit Vehicle Fleet
• Schedule appointments and maintain calendars
• Schedule and coordinate staff and other meetings
• Collate and distribute mail
• Prepare communications, such as memos, emails, reports and other correspondence
• Write and edit documents from letters to reports and training documents
• Create and maintain documents in filing systems, both electronic and physical
• Perform some analytic and other clerical functions as requested
• Stellar communication skills – both written and verbal
• Acute attention to detail
• Expedient time management and deliverable turnaround
• Business unit time sheet management
• Exceptional organizational capabilities
• Expertise in strategic confidentiality and diplomacy
• Discretion with confidential information
• Special projects management
  
  

Qualifications

• The minimum level of education for an Executive Assistant is a high school diploma or GED. Some college coursework, up to undergraduate degrees are preferred. In lieu of undergraduate degrees, courses in word processing, spreadsheets, presentations, data entry and general office procedures offered through vocational schools and community colleges are acceptable.
• Prior experience of at least 5 years working in an administrative support capacity is required.
• A strong history of consistent work within other organizations, referenced reliability and verified responsibility are also required
  
  

Skills

• Decision-making: ability to make independent decisions daily, determining the best way to address specific tasks.
• Communication and collaboration: must collaborate and communicate with others effectively, and on a regular basis.
• Organizational skills: Time management and prioritization are essential elements of success in this role. Knowing how to keep oneself and others organized and how to determine which tasks are the most important to complete on time are critical to success.
• Writing: Spelling, punctuation, sentence structure and editing are essential skills requiring proficiency in a variety of styles, from creative to professional to technical to training. Effective written and verbal communication, listening, customer service and organizational skills are necessary in all facets of this role.
• A team-building and resourceful problem-solver who can work cooperatively with a diverse group of people.
• Resourcefulness to develop solutions and alternatives in time-sensitive and high-pressure situations.
• Discretion to be a trusted resource and keeper of confidential information. Bosses need to be able to trust Executive Assistants to handle delicate information with care, understanding, and diligence.
  
  

Additional Notes

Works in an office environment. Requires occasionally performing activities including, but not limited to, bending, stooping, grasping, reaching, twisting, turning and/or lifting.