Executive Administrative Assistant

Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Department: Administration

Reports To: VP Operations and Engineering & Inside Sales/Contracts Manager

FLSA Code: Non-Exempt Position

Pay Rate: Hourly/DOE

Shift Requirement: Monday thru Friday from 7:00am to 4:00pm. Overtime as required.

 

Overview:

The Executive Administrative Assistant provides high-level clerical support to an executive, director, or department head-level employee, performing a variety of clerical duties and skilled tasks that may include preparing reports, conducting research, and collecting data.

JOB REQUIREMENTS:

To perform this position successfully, the individual must be able to complete all areas outlined for this position in a satisfactory manner.  The requirements listed below are representative of the knowledge, skills, and/or abilities necessary to meet the minimum job requirements.  Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

EDUCATION AND EXPERIENCE:

  • 2-3 years of experience in an Administrative or Executive Assistant role.
  • High school diploma or general education degree (GED) required.
  • Bachelor’s degree in related field preferred.

SKILLS, KNOWLEDGE, AND ABILITIES:

  • Extremely proficient with Microsoft Office Suite or related software.
  • Detail-oriented and professional.
  • Must possess the ability to self-motivate in a multifaceted, high-pressure environment.
  • Exceptional and precise verbal/written communication and interpersonal skills, including friendly phone communication.
  • Basic understanding of office equipment.
  • Basic understanding of clerical procedures and systems such as recordkeeping and filing.
  • Excellent time management skills.
  • Ability to work independently and reliably.
  • Flexible and adaptable in various situations and when interacting with many different personalities.
  • Ability to organize and prioritize tasks including delegation of tasks when appropriate.
  • Knowledge of, or ability to quickly acquire, familiarity with the roles and function of the assigned department, and any specifically applicable laws or guidelines.
  • Strong analytical and problem-solving skills.
  • A team player who is proactive, flexible, results-oriented, and comfortable in a rapidly changing environment.

DUTIES AND RESPONSIBILITIES:

  • Provides high-level administrative support to an assigned executive or director.
  • Collects requested data and information from various sources including email and other correspondence, meeting minutes and records, and other documents; prepares summaries of findings and/or other related written correspondence as requested.
  • Maximizing the executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating phone calls on their behalf.
  • Assist in management of email inbox for supervisor, including drafting responses to inbound client inquiries, contracts, etc. and tagging for appropriate follow up.
  • Creating PowerPoint presentations.
  • May conduct research (within skills and expertise) to assist with projects or inquiries.
  • Coordinates and schedules, meetings, and appointments.
  • Making travel arrangements including flight, car, and hotel bookings.
  • Prepares agendas and schedules for meetings, conferences, and other assigned events; takes and distributes minutes or other notes as requested.
  • Responds to and resolves administrative inquiries and questions.
  • Welcomes and directs visitors and clients.
  • Answers and transfers phone calls, screening when necessary.
  • Performs other general clerical and administrative duties as requested, which may include recordkeeping, managing expenses, maintaining office supplies, and coordinating equipment maintenance, and handling packages and correspondence.
  • Other executive admin responsibilities as needed.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of the job.

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.

WORKING CONDITIONS:

  • This position will be working indoors in an office environment but may also require the employee to be in production areas on a regular basis. From this movement, the employee will encounter varying temperatures, lighting conditions, and air quality from one area to the next.
  • The noise level in the work environment is at acceptable levels but can be higher from time to time in some areas.