Administrative Assistant

WHAT WE ARE LOOKING FOR

Under the direction of the President, the Executive Administrative Assistant provides the best possible administrative and secretarial support to the Leadership Team, in accordance with company policies and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Prepare and/or compose reports, letters, memos, correspondence, charts, presentation materials, etc.
• Maintain the President’s calendar.
• Prepare Expense Reports as required.
• Send and distribute emails, both domestic and international.
• Coordinate travel arrangements for Executive Team members, including transportation, lodging, passports, visas, charters, etc.
• Coordinate arrangements for visitors to the organization, including setting up meeting areas, meals, both internally and externally, tours, data required for the meetings, etc. Send out appropriate notifications.
• Organize and maintain hard and computer file and record systems.
• Answer telephone and give information to callers or route call to appropriate party. Take detailed messages as needed.
• Maintain the company's organizational charts as required.
• Complete and maintain all required paperwork, records, documents, etc.
• Follow and comply with all safety and work rules and regulations.
• Maintain departmental housekeeping standards.

Other duties may be assigned.

WHAT QUALIFICATIONS YOU SHOULD HAVE

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: Requires four years of high school and minimum of five years of progressively responsible related experience; or a combination of education and experience. Proficient with Microsoft Word, Excel and Powerpoint.

LANGUAGE SKILLS: Ability to read and comprehend instructions, short correspondence, and memos. Ability to prepare routine reports and correspondence. Ability to communicate effectively with customers, vendors, and other employees of the organization. Requires excellent grammar and spelling skills.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS: Requires a valid drivers license.