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Years of Experience
Date Last Verified
Executive Assistant The candidate: Facilitates the efficient utilization of the Executiveâ€™s time through development and coordination of a complex calendar of appointments, meetings, social engagements, and community functions with individuals and groups. Handles all travel, transportation, and logistics for the Executives. Deal with confidential situations daily, including legal, proprietary, and regulatory data. Coordinates with discretion and confidentiality the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming paper and email communications and determining the appropriate person or department for outgoing communications. Prepare executive responses to routine memos, emails, or correspondence. Type and send correspondence as necessary. Prepares correspondence for the Executiveâ€™s signature. Reviews correspondence and documents prepared for the Executiveâ€™s signature. Support records management of a complex filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed. Maintain various records in spreadsheets/ databases and produce reports requiring data compilation and analysis. Assists with development and management of the budgets under control of the Executiveâ€™s by supporting maintenance of budget records, reconciling and verifying vouchers and receipts for accuracy, and producing financial reports and summaries as needed. Prioritize and coordinate projects with appropriate functional teams and business entities. Follow through on issues and communication in a timely manner. Schedule, coordinate, and manage meetings including coordinating conference rooms, making meal arrangements, creating/reporting meeting agendas, and taking meeting notes. Serve as a conduit (via phone, video, face-to-face) between the Executiveâ€™s and other executives, managers, customers, clients, administration and personal acquaintances. Provide administrative support including answering calls, scheduling meetings, supply ordering/tracking, processing invoices/expenses, copying, filing, etc. Assist with special projects as needed. Bachelorâ€™s Degree Required. 3+ of executive administrative and/or office management support experience required; previous experience working with highly confidential and sensitive information highly preferred. Should have extensive experience coordinating executive travel details and the willingness to be accessible when off hour if travel related issues arise.
Requisition Number: 17-0290
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