Executive Assistant
- Maintain team member's appointment calendar; arrange hotel accommodations, travelling schedules and visa applications; expense claims, co-ordinate telephone calls, set up and maintain filing systems, update contacts listing. Other administrative duties such as ensuring that invoices/bills are accurate; proper coding and forwarding of invoices to accounts payable. Compile data if necessary for reports to include creating spreadsheets or databases for maintaining and reporting management/project information.
- Complete and/or coordinate activities related to assigned special projects; assist in establishing project timetables, action steps and status updates; follow-up, as appropriate, to ensure timely execution to meet established deadlines.
- Research and compile a variety of moderately complex data to include creating spreadsheets or databases for maintaining and reporting management information; may require some analysis of data.
- Prepare a variety of departmental reports and/or presentations, gathering, and summarizing information from various sources as requested; may create and format reports and presentation materials utilizing various spreadsheet graphics, and/or statistical software as needed.
- Monitor and report variances to departmental budgets or track departmental spend information to help maintain operating controls.
- Answer inquiries related to daily activities/programs of work area, and act as a liaison between assigned work area and internal or external contacts to convey appropriate information. Respond to and/or resolve internal/external inquiries regarding problems or complaints as needed. Maintain a consistent, high quality customer-focused orientation, including providing clear, accurate information; explaining procedures or materials or providing supplemental information; anticipating problems or questions; or referring customers to appropriate contacts within the unit, department, or division.
- Monitor costs of projects and ensure that invoices/bills are accurate; ensure proper coding and forwarding of invoices to accounts payable; maintain tracking and reporting systems, if appropriate.
- Compose and prepare clear and concise correspondence as requested or required. Review documents, logs, reports or other work products for typographical accuracy and format.
- Provide administrative support to manager or managers within assigned work area. Organize and expedite flow of work for manager; follow-up on pending matters; communicate and interpret manager's instructions; and communicate information to staff or clients in manager's absence. Maintain manager's appointment calendar; coordinate telephone calls, incoming mail; set up and maintain filing systems, etc. May review, track data from, complete and/or monitor staff itineraries, calendars, expense reports, or other functional reports as needed.
- Perform other administrative support duties as assigned to facilitate the smooth operation of the assigned work area. Prepare reports, charts, presentation data, or logs as required and according to established specifications. Copy, route, and file appropriate documents in an accurate and timely manner. Identify and assist in planning for the acquisition of supplies, equipment, facilities, and services necessary to maintain an efficient operation.
- Strong PC skills including software packages (i.e. Microsoft Word, Excel, PowerPoint, graphic, etc.).
- Effective oral and written communication skills. Detail oriented.
- Good problem-solving skills. Detail oriented.
- Strong organizational and work coordinating skills to handle multiple assignments and projects.
- Ability to type 65 wpm.
- High School Diploma or equivalent combination of education and work-related experience.
- At least 5 years previous secretarial/admin experience at executive level (3 years as Personal Assistant).
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