What are the responsibilities and job description for the Executive Assistant position at Tolmar?
Purpose and Scope
The Executive Assistant to the President, North America, Senior Vice President, Commercial- Specialty and Senior VP, Commercial Operations & Business performs a variety of confidential and complex administrative and technical duties. Acts as a liaison with other departments, staff, outside agencies and the general public. Ensures the efficient operation of an Executive’s office and the leadership team.
Essential Duties & Responsibilities
• Coordinate complicated calendars and meeting agendas and anticipate actions required to maintain efficiency
• Coordinate and maintain complex travel schedules and organize travel itineraries
• Act as a liaison with other departments and outside agencies, which may include high-level staff such as CEO'S, Presidents, and Senior Vice Presidents
• Prepare and/or update correspondence, reports, proposals, presentations, and other executive-level documents on behalf of the President and leadership team
• Maintain highly sensitive and confidential files, correspondence and information.
• Organize important meetings and write agendas
• Resolve complaints within scope of information and authority and refer to others, as appropriate
• Establish, develop, maintain and update filing system for designated Executive
• Prepare, balance and submit weekly expense reports
• Provide guidance and training to less-experienced administrative staff
• Provide receptionist relief duties, as needed
• Provide customer service relief duties, as needed
• Perform other related duties as assigned
Knowledge, Skills & Abilities
• Strong knowledge and ability in business correspondence and an ability to proofread for grammar, spelling, and punctuation with a high degree of accuracy
• Excellent written and oral communication skills; ability to communicate effectively with diverse, and sometimes irate, individuals and calmly and efficiently handle situations ranging from routine to emergency
• Advanced knowledge of Microsoft Office including Word, Excel, Access and PowerPoint
• In-depth understanding (or able to quickly acquire knowledge) of department policies, procedures and company processes
• Command of organizational and editing skills
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
• Ability to coordinate offsite meetings of various sizes in a variety of locations
• Extremely able to maintain confidential information
Education & Experience
• BA in English, Business or related discipline (or equivalent combination of education and work experience)
• Five or more years of experience in an Administrative Assistant position with at least two years supporting an Executive
Working Conditions
• Working conditions are normal for an office environment
• This is an office position, working in the office 4-5 days per week
Pay Range For Position
- $80,000 - $95,000
Salary : $80,000 - $95,000
