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Form of work Description/Comment: ONSITE - TEMP TO HIRE - DURATION - 12 MONTHS OR LESS UNTIL OFFERED FULLTIME - EDUCATION - HIGH SCHOOL, PREFER ASSOCIATES - EXPERIENCE - MIN 2 YEARS SUPPORTING EXECUTIVE LEVEL LEADERS.
BASIC FUNCTION:
The Executive Administrator is responsible for all activities associated with the main lobby including the switchboard telephone system and its proper operation. The Administrator is the first person that greets visitors and customers and is responsible for projecting a positive and professional image. The Administrator must have excellent diction and presentation with good phone decorum.
This position is also responsible for handling a wide range of administrative and executive support related tasks. It requires the ability to work independently with little to no supervision. Flexibility and excellent organization skills are needed to support the executive team of diverse people and programs. The position requires ability to interact with all levels of staff with a high level of professionalism and confidentiality in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful and efficient. Expert level of written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
General reception duties, receiving visitors, control access to offices, check in visitors.
Telephone receptionist. Handle all in-coming calls for company and route calls to personnel. Take accurate messages.
Assist in meeting preparation by preparing conference rooms and organization of refreshments.
General clerical duties, photocopying, word processing of correspondence and mailings, filing.
Scan pictures, slides and documents for various personnel.
Preparation of reports, binding and assembling of document collections for distribution.
Planning large events, site lunches, and customer lunches.
Provide administrative support for the General Manager of the Greendale facility.
Assist in the management of the General Manager's schedule. Includes scheduling with external and internal sources, informing directors/managers of future schedule addition and changes, and awareness of General Manager's personal preferences for scheduling.
Coordinate travel and prepare expense reports for the General Manager
Assist in preparation and finalization of presentations.
Schedules, organizes and coordinates activities such as meetings, conferences and department activities for the General Manager, regulatory audits, and corporate visitors.
Reviews and screens post mail for the General Manager. Drafts written responses or replies by phone or e-mail when necessary or directed. Responds to regularly occurring requests for information.
Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc. Proof reads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
May conduct special and on-going projects under limited direction that consists of duties requiring the occasional exercise of discretion and independent judgment.
Prepares various confidential departmental reports as assigned by General Manager. Collects information, compiles into standard or non-standard format, prints, proofs and distributes to appropriate company personnel.
Establishes and maintains confidential files.
Produce and maintain organizational charts.
Act as a liaison with other departments and outside agencies, including high-level staff such as Business Unit Leaders. Handles confidential and non-routine information.
Maintain cell phone list, site leader list and directions to the facility on Catalent website. Hours: 8:00am to 5:00pm Location: 136 7370 MERRITT PARK DRIVE MANASSAS VA 20109 United States Education: Additional Job Details:
BASIC FUNCTION:
The Executive Administrator is responsible for all activities associated with the main lobby including the switchboard telephone system and its proper operation. The Administrator is the first person that greets visitors and customers and is responsible for projecting a positive and professional image. The Administrator must have excellent diction and presentation with good phone decorum.
This position is also responsible for handling a wide range of administrative and executive support related tasks. It requires the ability to work independently with little to no supervision. Flexibility and excellent organization skills are needed to support the executive team of diverse people and programs. The position requires ability to interact with all levels of staff with a high level of professionalism and confidentiality in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful and efficient. Expert level of written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
General reception duties, receiving visitors, control access to offices, check in visitors.
Telephone receptionist. Handle all in-coming calls for company and route calls to personnel. Take accurate messages.
Assist in meeting preparation by preparing conference rooms and organization of refreshments.
General clerical duties, photocopying, word processing of correspondence and mailings, filing.
Scan pictures, slides and documents for various personnel.
Preparation of reports, binding and assembling of document collections for distribution.
Planning large events, site lunches, and customer lunches.
Provide administrative support for the General Manager of the Greendale facility.
Assist in the management of the General Manager's schedule. Includes scheduling with external and internal sources, informing directors/managers of future schedule addition and changes, and awareness of General Manager's personal preferences for scheduling.
Coordinate travel and prepare expense reports for the General Manager
Assist in preparation and finalization of presentations.
Schedules, organizes and coordinates activities such as meetings, conferences and department activities for the General Manager, regulatory audits, and corporate visitors.
Reviews and screens post mail for the General Manager. Drafts written responses or replies by phone or e-mail when necessary or directed. Responds to regularly occurring requests for information.
Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc. Proof reads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
May conduct special and on-going projects under limited direction that consists of duties requiring the occasional exercise of discretion and independent judgment.
Prepares various confidential departmental reports as assigned by General Manager. Collects information, compiles into standard or non-standard format, prints, proofs and distributes to appropriate company personnel.
Establishes and maintains confidential files.
Produce and maintain organizational charts.
Act as a liaison with other departments and outside agencies, including high-level staff such as Business Unit Leaders. Handles confidential and non-routine information.
Maintain cell phone list, site leader list and directions to the facility on Catalent website. Hours: 8:00am to 5:00pm Location: 136 7370 MERRITT PARK DRIVE MANASSAS VA 20109 United States Education: Additional Job Details:
