What are the responsibilities and job description for the Executive Administrative Assistant position at UDF-MyScoop Branding?
POSITION OVERVIEW:
This position will provide administrative support to the CEO in many different aspects. The ideal incumbent will have experience supporting prior senior executives with demonstrated skills in problem solving, customer focus, prioritization and technical acumen in office technologies.
DUTIES & RESPONSIBILITIES:
• Provides administrative support to CEO including regular reporting, invoice processing, expense reports
• Manages the calendar of the CEO and coordinates meetings internally and externally
• Book and coordinate travel
• Completes various executive administrative projects
• Assists in writing and editing communications and messaging as needed
• Assists in public relations or external events.
• Order and maintain department office supplies
• Maintains time sensitive documents and processes
• Maintain printers and copiers and manage vendor relationships with external companies
• Complete general administrative duties, such as fielding telephone calls, filing, faxing, copying, and preparing correspondence; general typing/data entry as needed.
• Responsible for coordination of meetings, schedules. This may include maintaining calendars, reserving conference rooms, preparing meeting materials, setting up conference calls, and setting up meeting spaces.
• Coordinate and lead on-site and off-site meetings (facilities, technology, food, activities, etc.)
• Sort incoming mail and complete departmental mailings as needed.
• Proofread materials prior to release
• Provides secondary support to UDF Board of Directors and other executives as needed.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
Education and Experience:
• High School Diploma/GED required
• Associate or bachelor’s degree preferred
• Prior experience as an Executive Admin supporting a CEO / Board of Directors preferred
Competencies & Capabilities:
• Excellent verbal and written communication skills. Displays appropriate tactfulness in a variety of situations
• Ability to communicate across all levels of organization
• Self-starter, strong drive, highly motivated to be proactive and resourceful
• Strong analytical skills.
• Ability to operate in a complex, rapidly changing environment while adhering to tight schedules and budgets.
• Demonstrated project management skills and proven ability to balance multiple projects in varying degrees of implementation.
• Strong organizational, problem-solving and attention to detail skills are required.
• Must be well-organized and able to coordinate multiple tasks and requests.
• Confidential and can be trusted in interactions as well as managing information
Computer/Technical:
• Highly Proficient in MS Word, Excel, Power Point
• Demonstrated ability to build presentations using various MS office tools
• Experience with Power BI or other business analytics tools preferred
• Proficient in virtual and in person meeting software (Teams, Zoom)
