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- Hickory, NC
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Staffing - Administrative Assistant/Secretary II
Apex Life Sciences • Hickory, NC
Posted 1 month ago
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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
- 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.
- Four year Bachelors Degree in a business related area or demonstrated equivalent work experience.
- Five years+ experience in performing the duties of a professional/executive assistant.
- 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.
- 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