Executive Administrative Assistant

The Senior Executive Assistant is responsible for performing a variety of administrative support functions for senior executive management. Ensures the smooth and efficient operation of the office. Models appropriate behavior as exemplified in MLH Mission, Vision and Values.

REQUIRED:

High school diploma or equivalent.

Minimum of five years of progressive office administrative experience supporting senior level executives, directors or multiple managers.

PREFERRED:

One or two years of college.

Knowledge/Skills/Abilities:

· Must be proficient in the Microsoft Office program (Word, Excel, PowerPoint, and Outlook) or programs as indicated in the specific function within the department.

· Ability to understand and compose moderately complex written materials.

· Ability to type at a moderately high speed (55-65 wpm).

· Ability to work without close supervision, exercise independent judgment, and communicate effectively with high-level personnel where tact, diplomacy, and good judgment are essential.

· Ability to operate standard office equipment.

· Ability to perform basic arithmetic calculations as would be acquired through completion of high school.

· Demonstrated interpersonal verbal and written communication skills including being proficient in spelling, punctuation, grammar, and other English language skills.

· Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

· Strong interpersonal skills and the ability to build relationships with internal executives, other departments, and external clients or vendors.

· Ability to handle confidential information with discretion.

· Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.

· Demonstrated ability to take initiative, anticipate needs and determine urgent matters that require attention.

Key Job Responsibilities:

· Performs a wide variety of administrative duties to support the work of the senior executive and staff. Answers the telephone and screens calls, processes incoming and outgoing mail, and forwards messages and correspondence to the appropriate staff. Prepares requisitions and orders supplies and equipment for the office; assures proper functioning of office equipment. Reviews mail of the executive and arranges essential mail in priority action order for the senior executive.

· Assists senior executive in monitoring and controlling budget by maintaining expenses of office supplies, subscriptions, travel, etc. Maintains records on budget expenditures for assigned cost centers.

· Proactively creates and maintains effective workflow and communications to accomplish the work of the office which includes the handling of a variety of projects and tasks simultaneously.

· Acts as an administrative liaison for the executive and staff by making appropriate decisions in their absence.

· Maintains confidentiality, tact and respect at all times.

· Manages complex calendars, schedules and coordinates meetings and appointments and travel arrangements for the senior executive and staff.

· Manages meeting materials and documentation, including agenda planning, note taking, synthesizing outcomes, and distribution of materials as well as follow-on action items.

· Prepares and/or reviews, formats, and proofreads correspondence, reports, presentation materials, and other documents to ensure accuracy and completeness.

· Establishes and maintains efficient filing systems for departmental and confidential materials.

· Performs other job functions as requested or needed.

Supervision Provided by this Position:

· There are no supervisory or lead responsibilities assigned to this job.

Physical Demands/Conditions:

· The physical activities of this position may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion.

· Must have good balance and coordination.

· The physical requirements of this position are: light work - exerting up to 25 lbs. of force occasionally and/or up to 10 lbs. of force frequently.

· The Associate is required to have close visual acuity to perform an activity, such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; or extensive reading.

· The conditions to which the Associate will be subject in this position: The Associate is not substantially exposed to adverse environmental conditions; job functions are typically performed under conditions such as those found in general office or administrative work.

· Occasional travel to other facilities is required.

Job Type: Full-time

Pay: $50,000.00 - $57,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Microsoft Excel: 5 years (Required)
• Microsoft Powerpoint: 5 years (Required)
• Executive Administrative Assistant: 5 years (Required)

Work Location: One location