Personal and Executive Assistant

JOB OVERVIEW:

This role is responsible for providing direct administrative and personal support to the Company president      

JOB DUTIES:

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications, following up on results.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel for personal and professional matters.
• Represents the executive by scheduling, attending and taking minutes for meetings in the executive's absence, sending and tracking all action items, and presents information on the behalf of the organization.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.

• Oversees the ordering and maintaining office operational supplies, Maintain office supplies to include:
  • Ordering all office supply needs. Keeping the inventory of paper stocked for the Clerical Support department
  • Managing vendor relationships
  • Scheduling maintenance of facility needs

 Office property management and maintenance to include:

 Keeps the President abreast of any office issues or concerns during his absence that needs to be rectified.

• Maintains customer confidence and protects operations by keeping corporate and personal information confidential.
• Completes projects by assigning work to clerical staff; following up on results.
• Prepares reports by collecting and analyzing information.
• General office duties as required.
• Secures corporate and personal information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.

REPORTING RELATIONSHIPS:

• This position works under to established procedures; decides how and when to complete tasks, and reports major activities through periodic meetings, emails and written reports.
• This position reports directly to the President of the company.      

JOB REQUIRMENTS:

• Available for possible communications during the evening and weekend hours.
• Minimum 3 years’ experience as an Executive Administrative Assistant, Personal Assistant, Senior Executive Assistant or other mid-level administrative position.
• Good organizational and multitasking skills.
• Proficient in today’s office technology, and computer software including MS Office, Excel, etc.
• Excellent professional phone, written and oral communication skills.
• Possess the ability to quickly learn processes, and applications utilized in performing the job responsibilities.