Executive assistant

Duties

Duties:

General Summary:

• Under limited supervision from a Senior Level Executive in Leadership Salary Grade M10 and above, provides personal and administrative support services such as preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files and conducting special projects as assigned.
• Duties require a thorough knowledge of supervisor's areas of responsibility in order to gather data and prepare reports, answer correspondence, conduct projects and so forth. All work is of a highly confidential nature.
  
  

Principle Accountabilities

• Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables, schedules and so forth that are confidential in nature and may require taking and transcribing shorthand and/or Dictaphone dictation.
• Assists in preparing complex, confidential administrative reports, statements, rosters, and so forth, performs difficult data and/or information gathering, computes complex calculations and drafts and prepares special reports/analyses for review by supervisor.
• Reviews and screens visitors and telephone calls, ascertains callers' needs and tactfully refers callers to appropriate personnel.
• Responds to inquiries concerning general administrative activities and operations, and refers complex and/or sensitive inquiries to appropriate person(s).
• Regularly engages in a variety of contacts inside and outside the organization in order to obtain or relay information, arrange meetings, gather data and so forth, often dealing with executives, medical staff, trustees or influential outsiders.
• In absence of, or as directed by supervisor, is often required to relay confidential or sensitive information.
  
  

Principle Duties And Responsibilities

• Receives and reads confidential incoming correspondence, reports, memoranda and the like; screens items, which can be routinely handled, prepares appropriate responses and forward remaining materials to supervisor or others along with necessary background information.
• Arranges meetings, conferences, schedules, appointments, interviews, completes travel arrangements, and maintains supervisor's business calendar.
• Answers inquiries concerning activities and operations of subordinate departments by referring to and interpreting established departmental policies and procedures.
• Establishes, maintains, revises recordkeeping and filing systems, classifies, sorts, and files confidential correspondence, articles, records and other documents.
• Attends meetings and takes, prepares, and distributes minutes to appropriate personnel.
• Performs specialized functions pertaining to departmental operations including bulk purchasing of departmental supplies and materials, and requisitioning regular office supplies and/or other general office duties that may be assigned.
  
  

Skills

• Ability to read and write in order to proof and edit nonroutine reports, correspondence and the like for sentence structure and readability as well as draft correspondence and reports, perform semi complex arithmetic calculations when preparing administrative reports, monitoring budgets and the like, and develop and oversee maintenance of recordkeeping and filing systems at a level normally acquired through completion of two years of business school.
• Ability to type complex tables, forms, reports and the like from rough draft or dictation at 50 w.p.m. and use one or more software packages.
• Approximately five to seven (5-7) years OF progressively more responsible related work experience necessary in order to gain in-depth understanding of organizational policies, procedures, and operations in order to assume a variety of high-level administrative details including arranging meetings and conferences without prior clearance, answering semi complex correspondence, assembling highly confidential and sensitive information, answering questions of influential callers and so forth.
• Interpersonal skills necessary in order to effectively communicate with a diverse group of influential external and internal callers and visitors, often dealing with sensitive/highly confidential matters.
• Analytical skills necessary in order to handle semi complex administrative details such as preparing special non-recurring reports by combining confidential data from several sources and scheduling and handling administrative/secretarial needs of supervisor.
  
  

Responsibilities

Must meet or exceed core customer service responsibilities, standards and behaviors as outlined in the Customer Service Policy and summarized below:

• Communication
• Ownership
• Understanding
• Motivation
• Sensitivity
• Excellence
• Teamwork
• Respect
  
  

Must practice the customer skills as provided through on-going training and in-services.

Must Possess The Following Personal Qualities

• Be self-directed
• Be flexible and committed to the team concept
• Demonstrate teamwork, initiative and willingness to learn
• Be open to new learning experiences
• Accepts and respects diversity without judgment
• Demonstrates customer service values
  
  

Working Conditions

• Normal office environment with little exposure to noise, dust, temperature and the like.
  
  

Education

• High School Diploma/G.E.D. required in order to compose and prepare a variety of confidential reports, tables, memorandums, etc.
• Associates Degree in business or a secretarial field from a business school or college preferred.
  
  

Additional Info

At FastTek Global, Our Purpose is Our People and Our Planet . We come to work each day and are reminded we are helping people find their success stories . Also, Doing the right thing is our mantra . We act responsibly, give back to the communities we serve and have a little fun along the way.

We have been doing this with pride, dedication and plain, old-fashioned hard work for 24 years !

FastTek Global is financially strong, privately held company that is 100% consultant and client focused .

We've differentiated ourselves by being fast, flexible, creative and honest . Throw out everything you've heard, seen, or felt about every other IT Consulting company. We do unique things and we do them for Fortune 10, Fortune 500, and technology start-up companies.

Benefits

Our benefits are second to none and thanks to our flexible benefit options you can choose the benefits you need or want, options include:

• Medical and Dental (FastTek pays majority of the medical program)
• Vision
• Personal Time Off (PTO) Program
• Long Term Disability (100% paid)
• Life Insurance (100% paid)
• 401(k) with immediate vesting and 3% (of salary) dollar-for-dollar match
  
  

Plus, we have a lucrative employee referral program and an employee recognition culture.

FastTek Global was named one of the Top Work Places in Michigan by the Detroit Free Press in 2013, 2014, 2015, 2016, 2017, 2018, 2019 , 2020, 2021, 2022, and 2023!

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AI & Hiring Disclosure

We use AI tools to support parts of our hiring process, such as reviewing applications and identifying potential matches. These tools are designed to promote efficiency, consistency, and fairness, and they are always used under human oversight.

All personal data collected is used solely for recruitment purposes, and you have the right to know, access, or request deletion of your data at any time, subject to legal limits.

If AI will be used in a video interview, you'll be informed in advance and asked for your consent, with the option to opt out.

Our tools are regularly reviewed to detect potential bias and to ensure compliance with all applicable laws and our commitment to inclusive hiring.

To learn more or exercise your rights, please contact us at [email protected].