Administrative Assistant

GENERAL PURPOSE:

Provides general administrative support to Group VP and or the Vice President. Ensure all day-to-day activities are resolved by maintaining ongoing communication, organizing all routine departmental activities and handling special projects as needed.

ESSENTIAL FUNCTIONS:

Perform administrative general office duties of a responsible and confidential nature, executing, with minimal direction, secretarial support at the highest level. Maintain a variety of complex records and files. Material is of a highly confidential nature. Processes invoices from outside vendors. Coordinate use of major conference room and maintenance of equipment.
Act as liaison between department managers and their staff in matters involving the GVP, and or the VP office, including meetings, documentation, and activities requiring authorized action.
Take appropriate authorized action in the absence of the GVP, and or the VP to ensure that matters requiring attention are referred to and handled in a manner to minimize the effect of the absence. Handle projects as assigned, work independently with minimal supervision.
Independently compose memos, letters and other correspondence, as needed, for GVP, and or the VP’s review and signature, prior to issuance to Senior Management.
Coordinate travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required.
Manage GVP, and or the VP’s calendar working closely with other executive level admins to ensure efficient flow of information.
Maintain Database of Charitable Giving. Manage budget and report to Charitable Contributions Committee. Issues gift cards and/or checks as approved by committee. Issue routine gift card requests on weekly basis.
Receive and screen communications to the GVP and or the VP including telephone calls and e-mail messages, recorded messages and/or provide assistance using independent judgment to determine those requiring priority attention; channel and facilitate communication from customers and associates and redirect callers to appropriate department/field representative for resolution/assistance.
Interface with Board of Directors and their support staffs as necessary to ensure appropriate flow of information, meetings, and processing of expenses.
Coordinates and resolves facility issues as necessary.
COMPETENCIES:

Communication
Planning and Organizing
Analysis and Judgment
Support
Credibility and Trust
Independence
Results Orientation

QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:

College-level course work
Excellent written and oral communication skills, including advanced level of proofreading, editing and grammar skills
Excellent telephone skills
Ability to type 60 words per minute accurately
Advanced skills in word processing, presentation, spreadsheet and other software, Microsoft Office, i.e., MS Word, Excel, PowerPoint
Ability to multi-task and prioritize tasks, with frequent interruptions, without direction
Ability to use discretion in handling confidential information
Attention to detail
Ability to meet deadlines
Ability to work as a key team member with a diverse group of professional staff

SUPERVISORY RESPONSIBILITIES:

None

DISCLAIMER:

This job description is a summary of the primary duties and responsibilities of the job and position. It is not intended to be a comprehensive or all-inclusive listing of duties and responsibilities. Contents are subject to change at management’s discretion.

Ross is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities and experience. We believe that it is an essential part of the Company’s overall commitment to attract, hire and develop a strong, talented and diverse workforce. Ross is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.


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