Job Description
The ideal candidate for this position is responsible for administrative support to the Senior Administrators including but not limited to the President/Chief Executive Officer and the Executive Vice President/Chief Operating Officer. Must be able to manage multiple tasks/priorities, maintaining flexibility to meet time constraints and expectations.
Responsibilities
- Responsible for answering Administration telephones. Directs callers appropriately. Provides accurate and concise messages.
- Responsible for maintaining the Administration front desk including but not limited to greeting guests, announcing and directing monitoring monitor flow throughout the Senior Executive Suite.
- Maintains President/CEO and Executive Vice President/COO calendars, ensures accuracy, coordination and prioritization of appointments.
- Maintain conference room calendars.
- Reviews correspondence and distributes appropriately and in a timely manner. As directed, drafts responses.
- Prepare Administrative meetings to include meeting invitations, handouts and refreshments.
- Preparation of draft for administrative meeting minutes
- Typing and emailing to various departments to maintain communication. As directed, prepare memos, communiques and correspondence.
- Maintains Administrative records/files in an orderly and organized manner for easy access. This includes both paper and electronic files.
- Facilitates communication and works closely with leadership and the Executive Team.
- Assists with compilation of annual budget, budget reports, FTE reports, etc.
- Compiles various reports for presentation for the senior management team.
- Complete reports via Excel or Word.
- Prepares PowerPoint presentations.
- Assists in managing multiple projects.
- Responsible for payroll coding entries for the administrative team (Vacation/Sick, etc.) in preparation for approval.
- Monitors and maintains administrative supply par levels. Ensure orders are placed in a timely manner.
- Ensure that all administrative data, reports, and communications are maintained with the utmost of confidentiality.
- Coordinate administrative office moves with key support departments (EVS, ENG, IT).
- Monitor administrative areas/Senior Executive Suite for cleanliness and ensures all are maintained.
Qualifications
- Minimum education requirement bachelor’s degree
- Exceptionally proficient in Microsoft Excel, PowerPoint, Word, Outlook and VISIO.
- Project management experience.
- Exceptional communication, customer service and interpersonal skills.
- Attention to detail and high level of accuracy.
- Strong analytical and problem-solving skills.
- Outstanding organizational skills.
- Ability to manage multiple tasks in pressured environment.
- Versatile and able to adapt to changing environment.
- At least five (5) years of commensurate experience.
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