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  • Hickory, NC

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Staffing - Administrative Assistant/Secretary II

Apex Life Sciences • Hickory, NC

Posted 1 month ago

Job Snapshot

Contractor
Degree - 4 Year Degree
Other Great Industries
Admin - Clerical, Human Resources
0

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Job Description

Executive Administrative Assistant

Schedule- 8am-5pm Monday-Friday, with minimal/occasional overtime.

Top 3-5 technical skills required -Outlook Proficiency, Managing Complex Travel Requirements, Securing Travel Visas and Passport, Excel Proficiency

PURPOSE OF POSITION

To provide administrative support and assistance to the Vice President & General Manager, in a professional, efficient and quality manner, operating in full confidence.

MAJOR ROLES AND RESPONSIBILITIES

Day-to-Day

  • Assist the vice president with execution of roles, responsibilities and projects as assigned while alleviating administrative detail.
  • Provide administrative support including coordinating meetings and maintaining calendars, preparing correspondence, answering phone calls, filing, sorting mail, and managing e-mail.
  • Coordinate domestic and international travel arrangements including scheduling, preparing itinerary and agendas; assisting in acquiring travel documents (passports and visas) as needed.
  • Complete and file expense reports in a timely manner, using the Concur expense system.
  • Prepare presentations, spreadsheets, graphs and reports as requested using appropriate skills and software.
  • Responsible for updating and maintaining various SharePoint sites
  • Schedule and attend staff meetings, participating as required.
  • Assist the vice presidents staff with special projects or needs as requested.
  • Ensure necessary reports, information, etc. are provided in a timely manner by the vice president and his staff to the appropriate areas of the company.
  • Schedule meetings along with domestic and international travel as needed for customers, visitors or other staff members.
  • Coordinate facility visits as needed.
  • Coordinate logistics and details for departmental/executive events
  • Manage logistics, agendas and objectives for key executive visits from the Company or international locations; e.g., delivering key messages, objectives, logistics, travel, accommodations, tours, meals, entertainment, etc.
  • Coordinate updating of departmental org charts
  • Assist with the preparation, publishing and control of highly proprietary documents.
  • Manage confidential and proprietary information with discretion and sound judgment.

Education

  • Four year Bachelors Degree in a business related area or demonstrated equivalent work experience.

Experience Requirements

  • Five years+ experience in performing the duties of a professional/executive assistant.

Required Skills

  • Ability to interface and communicate (verbally and in writing) effectively with all levels of personnel internal and external to Corning and with various cultures, both internal and external.
  • 100% fluent in English - both written and verbal.
  • Must be able to work in a high profile position, handling details of a highly confidential and critical nature.
  • Work effectively as both an individual performer and a team player.
  • Ability to prioritize and handle multiple tasks simultaneously, work efficiently and effectively in a dynamic unstructured environment.
  • Detail oriented, conscientious.
  • Ability to maintain composure and professional demeanor at all times.
  • Ability to listen, make wise decisions and act with little direction.
  • Ability to organize and coordinate work schedules and duties.
  • Proficiency in using Microsoft Office 2010, including Word, Excel, PowerPoint, Outlook and SharePoint.
  • Proficiency in Concur expense reporting and travel functions.

Desired Skills

  • Proactive, demonstrated ability to take the lead and influence the outcome.
  • Eager to take on additional responsibilities outside normal scope of position.
  • Picks up on the need to change personal and interpersonal behavior quickly
  • Seeks feedback
  • Not fearful of acting with minimum planning
  • Dedicated to meeting the expectations and requirements of internal customers
  • Establishes and maintains effective relationships with all levels and gains their trust and respect
  • Makes good decisions based upon a mixture of analysis, wisdom, experience and judgment
  • Uses rigorous logic and methods to solve difficult problems with effective solutions 
  • Willingness to work outside of normal schedule business hours when necessary
     
Job ID: 832573
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