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Overview
The primary role of the Executive Assistant is to perform routine and advanced tactical duties that allow other professionals to focus on strategic initiatives. These duties include, but are not limited to organizing files, creating correspondence, preparing reports and documents, managing calendars to schedule appointments, sorting mail, and offering general staff support. This role also serves as an initial point of contact, answering phones and greeting visitors. Occasionally, the incumbent might engage in event planning, meeting arrangement and functional implementation. Very often, this role will make travel arrangements and generate itineraries. Finally, this position interacts professionally with a wide variety of people from all levels inside and outside the organization.
The compensation range for this full-time position includes base pay and target performance incentive. This position has a target total compensation range of $60,000 - $120,000. Base salaries are based upon candidate skills, experience, and qualifications, as well as market and business considerations.
Key Responsibilities
- Collaborate with Project teams for site events
- Assist managing the Business Unit Vehicle Fleet
- Schedule appointments and maintain calendars
- Schedule and coordinate staff and other meetings
- Collate and distribute mail
- Prepare communications, such as memos, emails, reports and other correspondence
- Write and edit documents from letters to reports and training documents
- Create and maintain documents in filing systems, both electronic and physical
- Perform some analytic and other clerical functions as requested
- Stellar communication skills – both written and verbal
- Acute attention to detail
- Expedient time management and deliverable turnaround
- Business unit time sheet management
- Exceptional organizational capabilities
- Expertise in strategic confidentiality and diplomacy
- Discretion with confidential information
- Special projects management
Qualifications
- The minimum level of education for an Executive Assistant is a high school diploma or GED. Some college coursework, up to undergraduate degrees are preferred. In lieu of undergraduate degrees, courses in word processing, spreadsheets, presentations, data entry and general office procedures offered through vocational schools and community colleges are acceptable.
- Prior experience of at least 5 years working in an administrative support capacity is required.
- A strong history of consistent work within other organizations, referenced reliability and verified responsibility are also required.
Skills
- Decision-making: ability to make independent decisions daily, determining the best way to address specific tasks.
- Communication and collaboration: must collaborate and communicate with others effectively, and on a regular basis.
- Organizational skills: Time management and prioritization are essential elements of success in this role.
- Writing: Spelling, punctuation, sentence structure and editing are essential skills requiring proficiency in a variety of styles, from creative to professional to technical to training.
- Team-building and resourceful problem-solving: a cooperative approach with a diverse group of people.
- Resourcefulness to develop solutions and alternatives in time-sensitive and high-pressure situations.
- Discretion to be a trusted resource and keeper of confidential information.
Additional Notes
Works in an office environment. Requires occasionally performing activities including, but not limited to, bending, stooping, grasping, reaching, twisting, turning and/or lifting.
Seniority Level
Mid-Senior level
Employment Type
Full-time
Job Function
Administrative
Industries
Technology, Information and Internet
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