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Job Description Executive Assistant
This position is charged with the ongoing responsibility of providing administrative support that enhances the effectiveness of the Vice President & General Manager.
You must possess and demonstrate leadership with effective problem solving skills. Excellent written and verbal communication skills are essential. Strong organizational and multi-tasking skills are necessary. Must be able to prioritize and manage time effectively.
Key Position Responsibilities and Duties:
Provide daily administrative support.
Provides telephone support This may include, but is not limited to, fielding/answering phone calls, providing pertinent information, when possible, redirecting call to the appropriate individuals, taking messages, or placing a call into voicemail, as a last resort.
Compiles reports and summaries of work; updates, checks and completes records, forms and documents.
Answer telephone for Vice President.
Assist the Vice President with schedule management.
At request, information verify discrepancies and makes corrections, research records, make amendments, and disburse information
Key Position Responsibilities and Duties, continued:
Process and distributes confidential and sensitive documents
Process accounts payable and receivable.
Coordinates calendar, schedules, meetings, events and training needs
Provides travel services for Vice President and local staffing as required.
Compose and design various correspondences, memos, charts, tables and graphs.
Maintain mathematical spreadsheets related to sales and financial reporting as well as banking.
Maintain and order appropriate office supplies.
Monitor collections, prepare invoices, reports, memos, letters, financial statements, and other documents, utilizing proprietary company software as well as Microsoft Office (Outlook, MSWord, Excel, PowerPoint and Access).
Open, sort, and distribute incoming correspondence, including faxes and email.
Prepare agendas and make arrangements for special events, committee, board, and other meetings.
Prepare responses to correspondence containing routine inquiries.
Manage and maintain executives' schedules.
Perform occasional business errands (postal services, banking, etc.)
When appropriate, represent the organization on behalf of the Vice President
Required Skill Set:
Candidate must be professional and
energetic with a positive attitude.
Dependable, takes initiative and
demonstrates excellent problem solving,
sound judgment with good organizational
and planning skills.
The ability to communicate, effectively, at
all levels of the organization and with
customers and suppliers is essential.
This position also requires a solid, selfdirected
individual who can excel both
independently and as a team player in a
fast-paced, entrepreneurial environment.
Must be able to complete tasks
according to accepted levels of quality.
Experience in a growing
entrepreneurial company is preferred.
Computer Skills: Proficient in MS Office
including WORD, EXEL, Access &
PowerPoint. Experience with Outlook
and Internet Explorer as well as
database programs; training provided
for internal database system.
High School graduate, MINIMUM
Business School diploma preferred and highly desirable
10 year minimum proven experience in support of an executive position.
Must be able to understand complex sentences and paragraphs in work related documents, and communications. You must possess a high degree of
initiative, with sufficient flexibility, to adjust your actions to the actions of others. You must have the ability to give full attention to verbal instructions, with effective listening, to sufficiently understand objectives or desired results.
Your listening should be accomplished in an appropriate inquisitive manner, without interruption at inappropriate times. Duties are expected to be performed in a timely fashion, with minimal supervision.
Position may be required to work flexible hours as a result of