Executive Assistant

Summary: Provides multi-faceted administrative support and assistance to ensure effective use of an executive’s time and productive interactions with other employees and clients to ensure we continue to provide the highest level of service.

Duties and Responsibilities:

• Exercises considerable judgment and discretion in handling requests for appointments and telephone calls.
• Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
• Reviews and responds to daily internal/external mail.
• Utilizes appropriate programs to ensure projects are progressing (Salesforce, Asana, etc.)
• Composes, types, and distributes professional correspondence and memoranda, E-mails, and faxes, using individual initiative and as assigned.
• Proactively establishes, and maintains a highly organized filing system, files correspondence and other records.
• Coordinates calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness.
• Meets and greets visitors in a courteous and professional manner.
• Coordinates travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained.
• Conducts research; compiles and types statistical reports.
• Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes.
• Coordinates and organizes marketing orders and events with vendors.
• Attends meetings and other functions as needed.
• Ensures various work areas are organized and presentable for visitors.
• Prepares work agreements and proposals and maintains appropriate records and files.
• Assists with special projects as assigned.
• May use personal vehicle to perform business errands.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• May assist design team as needed with design sheets and samples.
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing.
• Provides backup coverage for front desk as needed.
• Performs other related duties as assigned by management.

Education and Experience:

• Associate degree (A.A.) or equivalent.
• Three (3) related experience.
• Equivalent combination of education and experience may be considered.

Skills and Abilities:

• Proficient with Microsoft Office Suite or related software.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Must be able to speak, read, write, and understand English.
• Bilingual skills are a plus.
• Professional appearance and demeanor.
• Excellent verbal and written communication skills.
• Commitment to excellence and high standards.

Certificates, Licenses, and Work Requirements:

• Proof of authorization to work in the U.S
• Current, valid driver's license
• Continuous personal automobile liability coverage

Competencies:

• Problem-Solving-Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
• Project Management-Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Customer Service-Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Judgment-Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Planning/Organizing-Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Physical Demands and Work Environment:

• Frequently required to stand.
• Frequently required to walk.
• Frequently required to sit.
• Continually required to utilize hand and finger dexterity.
• Occasionally required to climb, balance, bend, stoop, kneel or crawl.
• Continually required to talk or hear.
• Continually utilize visual acuity to operate equipment, read
  technical information, and/or use a keyboard.
• Occasionally required to manipulate items less than 25 pounds.
• Other as expected in a typical office work environment.

All employees work in a culture of continuous improvement and are expected to support our mission. Employees must be able to clearly articulate our vision, actively participate in outstanding customer service, strive to continuously build knowledge and skills, and accept responsibility for their own actions.