SENIOR EXECUTIVE ASSISTANT

JOB SUMMARY:

A senior executive assistant provides a wide range of support services for a high-level corporate manager. Theresponsibilities of this role encompass organizational and administrative functions.

ESSENTIAL FUNCTIONS:

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  1. Manages and provides clerical and administrative support including but not limited to word-processing,presentations, data management and analysis, scheduling, proof-reading, video/teleconferences, travelarrangements, purchasing, record keeping, filing, copying and mailing.

  
  
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  2. Leads the process for the President and Vice President's accessibility and helps to create open lines ofcommunication with executives.

  
  
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  3. Directs, manages and/or coordinates projects with various staff and departments generally involvingwork of a confidential nature and requires knowledge of the practices and procedures of the function,company products, policies and programs.

  
  
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  4. Assists in managing, planning and coordinating events, conferences and meetings of a more complexnature involving details of logistics, international and national requirements, special considerations, etc.which may involve some level of direction. May lead a team or independently manage a simple tointermediate level event, conference or meeting.

  
  
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  5. Prepares, reviews and tracks invoices as well as expense reports for a specific department and/orExecutive(s).

  
  
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  6. Acts as a liaison as well as serves as a resource person inside and outside of the company and acts toresolve intermediate level to complex problems in relation to administrative coordination responsibilities

  
  
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  7. Attends meetings as appropriate and may function as the scribe as well as ensuring the coordination ofglobal schedules/calendars in relation to conferences, customer visits, travel requirements, etc.Develops, coordinates and distributes meeting notes to all appropriate participants.

  
  
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  8. Coordinates the schedule of the President and Vice President, prioritizing functions and appointments,ensuring that meetings, deadlines presentations and other duties of the executive office are carried outseamlessly.

  
  
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  9. Makes travel arrangements for Department(s) or Executive(s), coordinating flights, accommodationsand other itinerary specifics.

  
  
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  10. Responds to and writes correspondence when needed per President and Vice President's request andapproval.

  
  
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  11. Fields phone calls, takes requests for meetings and coordinates various aspects of interdepartmentalcommunication as necessary for the President and Vice President.

  
  
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  12. Performs other duties as assigned.

  
  

QUALIFICATIONS:

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  1. Minimum of an Associate's Degree with at least four years of experience in a corporate setting.

  
  
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  2. Must be proficient with Microsoft Office (Word, Excel, and Power Point).

  
  
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  3. Requires excellent continuous team work, use of discretion, flexibility, and exemplary interpersonalskills.

  
  
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  4. Strong organizational and communication skills required.

  
  
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  5. Must be detail oriented with ability to work independently and multitask in a fast-paced environmentwhere scheduling and problem-solving skills are critical.

  
  
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  6. Able to interface with all levels of internal management and staff, domestic and international as well asoutside customers and vendors.

  
  
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  7. Proven effective business writing skills; experience in project management; experience in internal andexternal meeting coordination; assemble, manage and analyze confidential information/documents --confidentiality is a must

  
  

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  8. High school diploma or GED required. Bachelor's degree or associate's degree preferred.

  
  

PHYSICAL REQUIREMENTS:

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  1. Ability to lift 20 pounds regularly and up to 50 pounds occasionally.

  
  
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  2. Ability to sit and/or stand for long periods of time.

  
  

This is NOT a physically demanding position and may accommodate most physical disabilities. There may beoccasional lifting of office materials or files weighing not more than 20 pounds. Physical dexterity may berequired when operating calculators, copiers, computers and/or other typical office equipment. This position mayexperience eye and muscle strain, backaches, headaches, and repetitive motion injuries from using computerson a daily basis and may have to sit for extended periods while reviewing detailed data.

Known Hazards:Carpal Tunnel Syndrome

ENVIRONMENTAL CONDITIONS:

This position works in an office environment. There is generally no exposure to hostile environments or loudnoises or hazardous chemicals or smoke or extreme temperatures. This position may experience eye andmuscle strain, backaches, headaches, and repetitive motion injuries from using computers on a daily basis andmay have to sit for extended periods while reviewing detailed data.

During work-site visits will be required to wear appropriate PPE including, but not limited to:

Hard hat

Ear plugs or attenuator

Safety shoes

Dust mask or respirator

Gloves