Executive Assistant

Summary of Responsibilities Job Summary: The Executive Assistant will provide administrative and secretarial support for the VP of Operations.

Major responsibilities of work performed may include a broad range of complex responsibilities involving confidential or technical information that includes scheduling meetings and preparing agendas, responding to routine correspondence, researching background material and responding to on-site visitors and telephone calls.

This person may interface with executive and senior levels of the organization, as well as directly with external customers.

Responsibilities and Tasks:


* Maintain dynamic calendar



* Coordinate both off and on-site events, including support logistics, travel, meeting coordination



* Make both domestic and international travel arrangements



* Prepare expense reports



* Provide support/back-up assistance to cover other Executive Assistants when they are out of the office



* Must be able to generate letters, memos, etc.



* Responsible for organizing weekly, monthly, and quarterly review presentations



* Maintain all department files



* File and retrieve corporate documents, records, and reports



* Open, sort, and distribute incoming correspondence, including mail and faxes



* Process corporate invoices for Accounts Payable



* Create and maintain visit requests and contact reports



* Order and distribute office supplies for department



* Point of contact for employees to address inquires, questions, and requests



* Represent the company in a courteous and professional manner



* Arrange and support video teleconference meetings including the set-up of presentations, printing of materials, and supporting any issues arising from technical issues



* Provide support for on-site meetings including logistical support such as agendas, presentation copies, preparation of handouts, etc.



* Coordinate with International counterparts regarding travel and meetings



* The ability to perform other duties as assigned.

Education, Experience & License or Certification


* Bachelor's degree is preferred



* Minimum of Associate's Degree



* 3-5 years of experience supporting VP level



* Excellent communication skills are a must (written and verbal)



* Organizational and prioritization skills are a must



* Must excel with time management and the ability to manage and execute tasks



* The ability to network and be a team player



* Must be technologically skilled and be proficient in Microsoft Office



* Some travel may be required as designated by the Executive (1-2 times per year)



* While performing duties of this job, the employee may or may not be frequently or occasionally required to: Stand; walk; sit; climb or balance; stoop; kneel; crouch; talk or hear; and taste or smell.



* Climb stairs or ride elevators.



* Lift and/or move up to 25 pounds.



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