Description
Purpose of the Position- Responsible for handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision.
- This person is exceedingly well organized, flexible and enjoys the administrative challenges of supporting a small office of diverse people and programs.
- Individual acts as a liaison between the President, Key Executives, employees, customers and vendors.
- Has the ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
- Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.
- Represents the President by welcoming visitors; reviewing correspondence; arranging company dinners and other corporate functions; answering questions and meeting requests directed to the president.
- Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants and customers, to coordinate a variety of complex executive meetings.
- Arranges corporate travel and meetings by developing itineraries and agendas; scheduling airline reservations; booking other transportation; arranging lodging and meeting accommodations.
- Expense report preparation and completion for senior management.
- Company wide Meeting Room coordinator to include conference room preparation, tour coordination and meal planning and ordering.
- Trade Show preparation from member sign up to organizing and shipping of items for show.
- Answers and Screens calls for the President.
- Establishes, develops, maintains and updates filing system for the President and Director of Finance.
- Types and designed general correspondences, memos, charts, tables, graphs, business plans, etc.
- Assist Executives and Management with preparation of presentation materials.
- Weekly Management Meeting notes and conference room scheduling.
- Company certification management for MBE Status.
- Prioritize and manages multiple projects simultaneously, and follow through and communication on issues in a timely manner.
- Responsible for Office Management to include but not limited to Office and Kitchen supplies, Cleaning Service, Managers Cell phones.
- Update Front Office EEVS presentation monthly.
Qualifications
- Knowledge of office administration and basic accounting procedures
- Knowledge of Microsoft Office, including Word, Excel and PowerPoint
- Knowledge of time and attendance system and company procedures
- Knowledge of administrative and clerical procedures
- Knowledge of customer service principles and practices
- Excellent interpersonal skills
- Requires exceptional Follow up and communication skills.
- Analytical and problem solving skills, with strong attention to detail and accuracy
- Effective verbal, written and listening communication skills, as well as excellent reading comprehension skills
- Very effective organizational skills
- Time management skills
- Customer service oriented
- Ability to take up roles and responsibilities on a proactive basis, to take initiative
- Anticipates needs of President/CEO.
- Be honest, trustworthy and ethical
- Be respectful and pleasant, good-natured and cooperative
- Possess cultural awareness and sensitivity
- Punctuality and good attendance
- Be flexible, reliable and dependable
- Professional personal presentation
- Maintain strict confidentiality