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East Coast Repair and Fabrication

SENIOR EXECUTIVE ASSISTANT Job at East Coast Repair and Fabrication in Newport N

East Coast Repair and Fabrication, Newport News, VA, US, 23600

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JOB TITLE

SENIOR EXECUTIVE ASSISTANT

LOCATION

NEWPORT NEWS - NEWPORT NEWS, VA US (Primary)

JOB TYPE

Full-Time

JOB CLASSIFICATION

Salaried

EXEMPTION TYPE

Exempt

EDUCATION

High School Diploma/GED

JOB DESCRIPTION

JOB SUMMARY:

A senior executive assistant provides a wide range of support services for a high-level corporate manager. The responsibilities of this role encompass organizational and administrative functions.

JOB REQUIREMENTS

ESSENTIAL FUNCTIONS:

  • 1. Manages and provides clerical and administrative support including but not limited to word-processing, presentations, data management and analysis, scheduling, proof-reading, video/teleconferences, travel arrangements, purchasing, record keeping, filing, copying and mailing.

  • 2. Leads the process for the President and Vice President's accessibility and helps to create open lines of communication with executives.

  • 3. Directs, manages and/or coordinates projects with various staff and departments generally involving work of a confidential nature and requires knowledge of the practices and procedures of the function, company products, policies and programs.

  • 4. Assists in managing, planning and coordinating events, conferences and meetings of a more complex nature involving details of logistics, international and national requirements, special considerations, etc. which may involve some level of direction. May lead a team or independently manage a simple to intermediate level event, conference or meeting.

  • 5. Prepares, reviews and tracks invoices as well as expense reports for a specific department and/or Executive(s).

  • 6. Acts as a liaison as well as serves as a resource person inside and outside of the company and acts to resolve intermediate level to complex problems in relation to administrative coordination responsibilities

  • 7. Attends meetings as appropriate and may function as the scribe as well as ensuring the coordination of global schedules/calendars in relation to conferences, customer visits, travel requirements, etc. Develops, coordinates and distributes meeting notes to all appropriate participants.

  • 8. Coordinates the schedule of the President and Vice President, prioritizing functions and appointments, ensuring that meetings, deadlines presentations and other duties of the executive office are carried out seamlessly.

  • 9. Makes travel arrangements for Department(s) or Executive(s), coordinating flights, accommodations and other itinerary specifics.

  • 10. Responds to and writes correspondence when needed per President and Vice President's request and approval.

  • 11. Fields phone calls, takes requests for meetings and coordinates various aspects of interdepartmental communication as necessary for the President and Vice President.

  • 12. Performs other duties as assigned.


QUALIFICATIONS:

  • 1. Minimum of an Associate's Degree with at least four years of experience in a corporate setting.

  • 2. Must be proficient with Microsoft Office (Word, Excel, and Power Point).

  • 3. Requires excellent continuous team work, use of discretion, flexibility, and exemplary interpersonal skills.

  • 4. Strong organizational and communication skills required.

  • 5. Must be detail oriented with ability to work independently and multitask in a fast-paced environment where scheduling and problem-solving skills are critical.

  • 6. Able to interface with all levels of internal management and staff, domestic and international as well as outside customers and vendors.

  • 7. Proven effective business writing skills; experience in project management; experience in internal and external meeting coordination; assemble, manage and analyze confidential information/documents -- confidentiality is a must


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  • 8. High school diploma or GED required. Bachelor's degree or associate's degree preferred.


PHYSICAL REQUIREMENTS:

  • 1. Ability to lift 20 pounds regularly and up to 50 pounds occasionally.

  • 2. Ability to sit and/or stand for long periods of time.


This is NOT a physically demanding position and may accommodate most physical disabilities. There may be occasional lifting of office materials or files weighing not more than 20 pounds. Physical dexterity may be required when operating calculators, copiers, computers and/or other typical office equipment. This position may experience eye and muscle strain, backaches, headaches, and repetitive motion injuries from using computers on a daily basis and may have to sit for extended periods while reviewing detailed data.

Known Hazards: Carpal Tunnel Syndrome

ENVIRONMENTAL CONDITIONS:

This position works in an office environment. There is generally no exposure to hostile environments or loud noises or hazardous chemicals or smoke or extreme temperatures. This position may experience eye and muscle strain, backaches, headaches, and repetitive motion injuries from using computers on a daily basis and may have to sit for extended periods while reviewing detailed data.

During work-site visits will be required to wear appropriate PPE including, but not limited to:

Hard hat

Ear plugs or attenuator

Safety shoes

Dust mask or respirator

Gloves

EOE/M/F/Disability/Vet