Overview

The executive administrative assistant provides high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives.

Functional Description

• Maintain complex and detailed calendar, including coordinating with multiple parties across geographies
• Answer and place calls; screen incoming calls and determine the level of priority while using caution in dispensing information
• Produce clear and concise emails and messages to individuals at all levels of the organization
• Arrange and coordinate complicated domestic and international travel. Serve as subject matter expert for policies and procedures; ensure all policies are followed and items are processed within provided guidelines
• Process invoices and expense claims
• Assist in creating, editing and maintaining Excel and PowerPoint documents
• Print materials and prepare files or binders as requested
• Assist with staff onboarding and off boarding (e.g., requesting equipment setup and system access)
• Take dictation and meeting minutes, accurately enter notes and distribute
• Maintain current organizational charts and Executive Bios
• Handle regular activities without prompting, and advise in advance of issues or delays
• Maintain vehicle fleet leasing options and scheduling of routine maintenance
• Organize and prepare for company events, including food pick-up and room setup
• Monitor and draft social media posts
• Lead and coordinate ad hoc projects as assigned

Training/Education Required

• Associates Degree preferred
• 5 years’ experience in an administrative assistant or similar role at a large and complex organization
• Strong oral and written communication skills
• Strong interpersonal and organization skills, with the ability to support multiple tasks and prioritize competing requests
• Strong proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint)
• Willingness and ability to learn new skills, including new technologies and systems

Initial Training

• Quality system
• Occupational Hazards Prevention System
• Environmental Systems
• Railway Safety Management System
• Human Resources Policies

Qualifications/Requirements

• Advanced Microsoft Excel and PowerPoint skills
• Highest standards of accuracy and precision; highly organized
• Articulate with excellent verbal and written communication skills
• Ability to think creatively, highly-driven and self-motivated
• Demonstrated ability to roll-up sleeves and work with team members in a hands-on management capacity

Safety Requirements

• Shall report all injuries/illnesses to their supervisor that occur at work, the day of the incident
• Shall report any unsafe conditions that are identified in their respective work area to their supervisor
• Shall comply with all CAF USA safety policies, procedures, and requirements that are communicated to them, including Job Safety Analysis (JSA) procedures
• Shall wear all required Personal Protective Equipment (PPE) that is communicated and supplied to them
• Shall keep their respective work area clean and orderly at all times
• Shall attend all CAF USA required training as soon as possible before the start of their assigned work
• Shall NOT operate any CAF USA equipment (forklifts, cranes, scissor lifts) until certified to do so