EXECUTIVE ASSISTANT

Expectations:

• Must manage highly sensitive and confidential information with complete discretion
• Remain a team player capable of working in a way that reflects the company's core values and principles (high integrity, apolitical, non-arrogant, commitment to excellence, treating others with respect)

Summary:

The Executive Office Administrator position provides high-level administrative support to the CEO, Executive Team, the company and the employees on a variety of tasks.

This position conserves the CEO's time and promotes the company's image by representing the CEO internally and externally. This position acts as a liaison between the CEO, vendors and employees. Responsibilities include, but are not limited to, event planning, creating companywide communications, credit card reconciliations, ad hoc problem solving, document handling and scheduling.

Essential Functions and Responsibilities:

Executive Assistant - 80%

• Publishes company wide information for the CEO; preparing and editing articles, memos, designing graphic presentation, producing and distributing.
• Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from the CEO notes and directives.
• Limited personal tasks. Only such that enable efficient use of Executive time.
• Screen all calls for the CEO; handle all inquiries within capacity.
• Greet the CEO's visitors and ensure their comfort.
• Monitor the CEO's calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of the CEO involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately.
• Schedule and coordinate meetings and executive events inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various off-site meetings as requested in an upbeat and professional manner.
• Facilitate the successful implementation of projects initiated by the CEO and Officers.
• Act in discreet and professional manner with others; sensitivity to the confidential nature of the company's business and consistently uphold such confidences and uses this information only in the course of performing your job for the company.
• Coordinate with Divisions, legal, and Contracts group for tracking documents that require signatures.
• Maintain or obtain notary
• Due to international operations and travel. CEO and Officers may need intermittent problem solving after normal business hours. Type of solving should be; coordination, finding/modifying/providing documents, rescheduling, or emergency travel adjustment.

Office Administration - 20%

Be the backup for a variety of different project such as;

• Arranges corporate travel and meetings by developing itineraries and agendas for employees.

1. Scheduling the air travel; booking other transportation; arranging lodging and meeting accommodations.
2. Handle planning logistics for domestic and international trips; provide detailed itineraries, agendas, directions, and backup materials.

• Prepare expense reports and purchase orders (POs) in timely manner ensuring accuracy and submit in accordance with company policy.
• Assist with note taking and distribution of action items after meetings.
• Responsible for keeping track of headquarters daily company vehicle assignments.
• Create and maintain accurate paper and electronic filing ensuring documents are sent and securely destroyed according to company's document retention policy
• Responsible for the company credit card - purchasing, ordering, reconciliations.
• Familiarity with company's policies as outlined in the handbook and on-line, including but not limited to, travel, personnel, IT, and record retention.
• Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents
• Act as a team player, including taking on additional tasks to support colleagues and the company and offering to help before being asked.
• Ability to manage a high volume of work and prioritize tasks and projects according to what is most time sensitive.

Education and/or Experience: Bachelor's Degree or higher from an accredited college or university. 5-10 years of experience as an assistant to high level the CEO or Officers.

Licenses, Certifications: Driver's License, Notary or obtain one