EXECUTIVE ASSISTANT
The Executive Assistant is responsible for assisting the SVP – Counsel and Executive Officers with administrative support including compliance, legal documentation maintenance, meeting coordination, and corporate records.
Responsibilities –
Provides primary phone support for the Executive Officers and assists with backup coverage for other Senior Executive Staff; uses professional judgment and excellent communication when handling calls
• Reconciles and codes monthly expenses for the corporate credit card account
• Maintains the calendar for the SVP – Counsel to include scheduling / rescheduling meetings, conference calls, travel and events
• Coordinates in-house as well as offsite meetings in all aspects to include locations, food and beverages, invitations, meeting materials, etc.
• Processes monthly reimbursements
• Coordinates various activities with other Senior Executives to ensure timely completion
• Provides additional support to other administrative staff by answering phones and processing documents
• Organizes and maintains filing system of confidential information
• Maintains reporting information and documentation on behalf of the SVP and Company as requested, including HR and Legal materials, indexing of confidential information, and organizational charts
• Provides legal and administrative support to the SVP in the areas of invoicing, correspondence, compliance, tracking sheets etc.
• Tracks and logs incident reports and disseminates to appropriate departments within organization
Requirements –
• Bachelor’s degree or equivalent related experience required
• Minimum of five (5) years of experience supporting Executive Staff required.
• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint and Visio) required
• Excellent verbal and written communication, problem-solving, planning and analysis skills
• Must be able to maintain confidentiality
• Must be able to implement process improvement changes
