Executive Administrative Assistant
Basic Function: Perform a wide variety of administrative duties of a highly confidential and sensitive nature, in support of the top executive of a major functional area or profit center. Promote and implement measures to improve customer relations. Guide and instruct new support staff.
Typical duties/responsibilities for administration may include, but are not limited to, the following:
Compose correspondence and release under own signature, as authorized. Produce a variety of documents using various software packages. Manipulate data on spreadsheets and/or database software programs, utilizing new formulae and formats, as applicable.
Maintain executive's calendar, exercising judgment and tact in coordinating meetings and making appointments for Company and outside personnel. Prioritize and annotate mail, highlighting and attaching relevant information. As authorized, prepare responses or obtain information for responses from other staff. Establish and maintain confidential executive filing systems, including follow-up files, which permit timely and accurate reference to business matters.
Assist in developing, preparing, analyzing and controlling the budget. Prepare, for review and signature, expense reports that may involve exchange rate calculations. May maintain a computer tracking system for budget purposes, produce-related reports, and reconcile- department charges.
Coordinate with other management and outside personnel to obtain, assemble, format, and disseminate information necessary for standard and special requests.
Answer and route telephone calls, transmitting decisions and instructions and answering inquiries to aid executive in the resolution of routine matters. Receive and assist visitors, recommending other contacts for them, as appropriate.
Make complete travel arrangements and coordinate meetings and conferences with customers' high level executives. Arrange for facilities, transportation, lodging and special activities. Guide and instruct new or less experienced staff and advise those regarding technical or administrative problems.
Complexity of Tasks: Under relatively infrequent supervision, exercise discretion and judgment to perform varied administrative duties that may present complex problems. Requires thorough understanding of techniques, practices and procedures related to specific assignment and general knowledge of related functions in support of top executive responsible for a major functional area or profit center. Independently set priorities for completion of varied administrative and project-oriented duties typically involving highly confidential business and personnel information. Requires strong communication skills to effectively interface and coordinate activities involving Company executives and customers.
Qualifications: High School diploma and over 9 years of experience or a special combination of education and experience and/or demonstrated accomplishments. Prior experience in Human Resources helpful, but not required.