Job Description Provides analytical and administrative support to the Executive(s) and operates under minimal supervision. Report to Executive(s) and/or Vice President(s) or other levels where appropriate. Job duties:
- Provides analytical and administrative support to the Executive and the department(s) Directors as needed.
- Drafts, edits and proofreads letters, memos and other correspondence and reports.
- Manages primarily large size projects from a full project coordination perspective and participates in determining objectives of the assignment.
- Independently plans schedules and arranges activities in order to accomplish objectives.
- Performs presentations and research activities to prepare for presentations.
- Manages Ringi (Project Approval Process) generation as needed to facilitate creation of and routing for comments/approvals, including check requests, invoices and other financial documentation as directed.
- Compiles and maintains standard reports.
- Organizes webinars and conference calls on behalf of the Executive.
- Organizes and coordinates meetings and provides on-site and pre/post meeting support.
- Coordinates logistical support for meetings and customer visits.
- Assists the Executive(s) with email organization and staff calendars.
- Assists any other Executive Staff member with their requests.
- Manages expense reports and travel itinerary for the Executive and the department Directors as needed.
- Assists and directs visitors and vendors as needed.
- Manages general office supply inventory/distribution and business card orders.
- May monitor work of other administrative staff members, to include monitoring projects.
- Provide back-up support for other Assistants and from time-to-time the front desk as needed or required.
- Comply with applicable Laws and Regulations, adhere Quality Management System processes and requirements as well as demonstrate Ethics and Integrity in all matters and at all levels throughout the organization.
- Performs additional responsibilities as assigned.
Qualifications - Bachelor's degree or equivalent combination of education and experience.
- Minimum eight (8) years of progressive administrative support experience.
- Advanced proficiency with Microsoft Office products.
- Must have a current notary license.
- Must be in the office four (4) days/week with a rotating schedule to work some Fridays.
Desired Qualifications - Excellent written and verbal communication skills.
- Excellent attention to detail and ability to work autonomously.
- Excellent organizational and project coordination ability.
- Ability to maintain strict confidentiality and discretion at all times.
- Ability to operate with high degree of independence.
- Have and keep updated the required certification as Public Notary.
- Ability to interact effectively with all levels, both internally and externally.
- Capable of making decisions of high importance in the absence of the Executive.
- Excellent negotiation skills on matters of significance where impact/risk is critical.
