In the Executive Assistant role, you will provide seamless execution of tasks including team management, assistance with correspondence, extensive calendar coordination, meeting preparation, data entry and reporting, payment processing, recordkeeping, and management of special projects, as needed.
PRIMARY RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:
· Interacts daily with leadership team, and their assistants.
· Coordinates Leadership Staff Meetings and all department meetings: efficient in securing the venue/meeting room, audiovisual needs, transportation and catering, as appropriate and plans any off-site activities; provides administrative support on-site during meetings; to include meeting agenda, and minutes.
· Manages a complex, changing calendar: using MS Outlook schedules and prioritizes meetings, appointments, rooms, equipment, catering and other resources.
· Arranges travel (air, hotel, transportation) and coordinates agenda with regional staff when required.
· Develops letters, memoranda and reports from drafts and proofreads and reviews documents for grammatical and numerical errors.
· Prepares presentations, and other documents using MS Word, Excel and PowerPoint for various needs inclusive of meetings and program reviews.
· Screens all telephone calls and request for time and meetings.
· Directs inquiries to the appropriate team members and uses discretion on prioritization of engagement.
· Maintains confidential information and secure access to sensitive personnel and company information.
· Takes and prepares notes of meetings, conferences, and similar proceedings; attends conferences to provide administrative support as directed by the leader.
· Sorts and distributes mail and packages to appropriate parties.
· Greets and assists visitors and arranges for escorts, as necessary.
· Processes expense reports and invoices.
· Gathers and arranges materials and relevant information for assigned project or person.
· Prepare, organize and maintain documents and files of a complex or confidential nature, track budget expenditures.
QUALIFICATIONS AND EXPERIENCE:
Minimum
· High School Diploma/GED and 7 years’ experience in a related field. The right candidate could also have a different combination, such as any level degree/certification beyond a HS diploma/GED in a related discipline and 5 years’ experience; or 9 years’ experience in a related field
· Experience directly reporting to and supporting senior executives and their respective teams
· Strong knowledge of MS Office, PowerPoint, Outlook and MS Word required
· Excellent planning, calendar management, organizational, meeting coordination and project management skills
· Excellent interpersonal skills to work effectively with teams throughout organization.
· Must be detail-oriented, able to develop and maintain highly efficient work environment, effectively prioritize and have time management skills
· Must have experience maintaining confidential, business, and personnel sensitive information
· Strong written, and verbal communication skills to use sound judgment to field inquiries professionally and efficiently
Preferred
· BS/BA degree in related discipline (i.e., Business)
· Experience in telecommunications desired.
· Experience and understanding of Oracle
Compensation:
Hourly pay rate is in the range of $32.26 - $48.41/hour. The hourly base rate may vary within the anticipated range based on factors such as the ultimate location of the position and the selected candidate’s knowledge, skills, and abilities. Position may be eligible for additional compensation that may include commission (annual, monthly, etc.) and/or an incentive program.
Benefits:
Employees are eligible to receive a minimum of sixteen hours of paid time off every month and seven paid holidays throughout the calendar year. Employees are also eligible for additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave.
Applicants must currently be authorized to work in the United States for any employer without current or future sponsorship.
EOE, including disability/vets
