SSA Marine
Executive Assistant position at SSA Marine
The Executive Assistant is responsible for managing a broad range of administrative duties and communications for multiple senior level executives. Proactively assists in coordinating schedules for senior executives, prioritizes functions and appointments, and ensures meetings, deadlines, presentations and other duties of the executive office are carried out seamlessly. Assists other departments as relevant in related activities. This includes facilitating communication, preparing presentations or other written materials, planning events, distributing information, drafting agendas, minutes of meetings and scheduling tasks.
Responsibilities
Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and adjusting plans as needed.
Heavy calendar management in Outlook on a daily basis for multiple executive calendars.
Assist in prioritizing and maintaining individual executives\' calendars for meetings, calls, external board meetings, and extensive travel.
Maintain extensive contact files.
Manage domestic and international travel arrangements and meeting activity by developing itineraries and agendas, booking transportation, arranging lodging, and coordinating meeting accommodations.
Provide backup support for the Executive Assistant to the CEO, CFO and President as required.
Serve as backup manager of the Front Desk area and respond to corporate office incidents as they arise.
Support general administrative functions and contribute to continuous improvement of these functions.
Assist with corporate events and employee-related functions; participate in planning and execution as designated by senior executives.
Assist with PAC filings and monitoring PAC-related activities as applicable.
Prepare and, within guidelines, approve executive expense reports and time-off requests for assigned executives’ direct reports.
Serve as a go-to resource for general office inquiries and maintain professional relationships with peers, employees, customers, vendors and other stakeholders.
Assist Human Resources with executive-level new hires and organize executive meetings and related materials, including coordinating food/beverages for events when required.
Process invoices for assigned executive functions.
Respond with appropriate urgency to situations requiring quick turnaround and show discretion when handling confidential information.
Maintain confidentiality and professionalism in all internal and external communications.
Other duties as assigned by management.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Transportation, Logistics, Supply Chain and Storage
#J-18808-Ljbffr
The Executive Assistant is responsible for managing a broad range of administrative duties and communications for multiple senior level executives. Proactively assists in coordinating schedules for senior executives, prioritizes functions and appointments, and ensures meetings, deadlines, presentations and other duties of the executive office are carried out seamlessly. Assists other departments as relevant in related activities. This includes facilitating communication, preparing presentations or other written materials, planning events, distributing information, drafting agendas, minutes of meetings and scheduling tasks.
Responsibilities
Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and adjusting plans as needed.
Heavy calendar management in Outlook on a daily basis for multiple executive calendars.
Assist in prioritizing and maintaining individual executives\' calendars for meetings, calls, external board meetings, and extensive travel.
Maintain extensive contact files.
Manage domestic and international travel arrangements and meeting activity by developing itineraries and agendas, booking transportation, arranging lodging, and coordinating meeting accommodations.
Provide backup support for the Executive Assistant to the CEO, CFO and President as required.
Serve as backup manager of the Front Desk area and respond to corporate office incidents as they arise.
Support general administrative functions and contribute to continuous improvement of these functions.
Assist with corporate events and employee-related functions; participate in planning and execution as designated by senior executives.
Assist with PAC filings and monitoring PAC-related activities as applicable.
Prepare and, within guidelines, approve executive expense reports and time-off requests for assigned executives’ direct reports.
Serve as a go-to resource for general office inquiries and maintain professional relationships with peers, employees, customers, vendors and other stakeholders.
Assist Human Resources with executive-level new hires and organize executive meetings and related materials, including coordinating food/beverages for events when required.
Process invoices for assigned executive functions.
Respond with appropriate urgency to situations requiring quick turnaround and show discretion when handling confidential information.
Maintain confidentiality and professionalism in all internal and external communications.
Other duties as assigned by management.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Transportation, Logistics, Supply Chain and Storage
#J-18808-Ljbffr