Executive Assist

POSITION SUMMARY

The Executive Administrative Assistant is responsible for providing administrative support to the International department.  This role is instrumental in facilitating the day-to-day processes for not only the department but also for the Executive President of International.

ESSENTIAL FUNCTIONS

May perform any or all of the following duties:

• Distributes, handles, and processes all incoming internal and external mail
• Processes all departmental invoices with proper coding and approvals per policy
• Tracks and monitors assigned tasks and project deliverables to ensure consistent project goals and deadlines are met
• Schedules meetings and maintains supervisor and/or department calendars in various time zones
• Schedules and coordinates travel arrangements
• Attends departmental meetings as required; may provide meeting notes for team distribution
• Processes expense reports and audits the accuracy of incurred expenses to corresponding receipts
• Answers, screens, and directs incoming calls for the department and distributes accordingly
• Prepares or edits correspondence, reports, and presentations as needed
• Prepares and coordinates materials for department events and training
• Receives and directs visitors of the department in a professional manner
• Maintains and organizes department filing records in accordance with Company policy
• Manages orders for supplies and services, ensuring proper approvals are obtained
• Demonstrates oral and written communication skills; communicates effectively and efficiently with various contacts (internal and external)
• Attends training to remain current on industry trends
• Participates in company meetings, webinars, and conference calls
• Performs other duties and/or special projects as assigned in response to changing business conditions and/or requirements

POSITION QUALIFICATIONS/CORE COMPETENCIES

• Must possess approximately three (3) to four (4) years of any combination of experience and/or education that demonstrates a commanding knowledge of performing an administrative support role
• AA/AS Degree preferred
• Must have intermediate proficiency in Microsoft Office Suite
• Must have excellent written and oral communication skills, ability to communicate effectively with all levels of management both inside and outside of the company
• Must be able to handle multiple projects simultaneously and accommodate shifting business priorities
• Independent judgment is required to plan, prioritize, and organize a diversified workload and recommend changes in office practices or procedures
• Must display strong analytical and organizational skills and have the ability to identify and implement process improvement strategies with positive business results
• Must have strong work ethics and a high level of confidentiality to ensure proper handling of sensitive information

WORK ENVIRONMENT

• Corporate Office fast paced, high volume of activity, and a deadline-driven environment

PHYSICAL DEMANDS

• Sitting for extended periods, using a telephone, typing, and/or operating a computer and/or mouse
• Travels as needed approximately zero (0)%

THE COMPANY RETAINS THE RIGHT TO CHANGE OR ASSIGN OTHER DUTIES TO THIS POSITION AS DEEMED APPROPRIATE WITH OR WITHOUT NOTICE