Executive Assistant - GSVP

GENERAL PURPOSE:


To provide varied and complex administrative assistance and project support to the SVP and GVP's of the Allocation Dept.

ESSENTIAL FUNCTIONS:

• Exercise independent judgment and personal initiative in performing responsible and difficult technical, specialized, and complex administrative and secretarial work of a confidential nature. Take appropriate authorized action in the absence of the SVP and GVP's, to ensure that matters requiring attention are referred to and handled in a manner to minimize the effect of his/her absence. Act as liaison between other executives and staff in matters involving his/her office, including meetings, documentation, and activities requiring authorized action.

• Manage the SVP and GVP's schedule and calendar; arrange meetings, conference calls and appointments.

• Receive and screen communications to the SVP and GVP's, 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 (customer complaints, employee inquiries and complaints, vendors inquiries, inquiries regarding legal requests).

• Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention. Prepare for SVP and GVP's review. Log and route communications requiring action.

• Produce letters, reports, bulletins, memoranda and e-mail, including material of a confidential nature. Compose correspondence, reports, presentations, speeches, organization charts, rough drafts, transcription machine tapes or verbal instructions.

• Coordinate travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required. Prepare and process expense reports. Coordinate off-site meetings (arrange for meeting facilities, caterers, meals, materials, transportation and equipment).

• Maintain a variety of complex records and files related to operations and functions, including material of a highly confidential nature (personal files, working files, personnel files and department files). Provide document services (copy, fax, distribute).

• Manage personal matters and projects and other office duties as assigned.

COMPETENCIES:

• Adaptability

• Analysis and Judgment

• Communication

• Customer Service

• Decisiveness

• Independence

• Initiative

• Teamwork

QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:

• 2 years proven experience working in a high-energy, demanding, multi-tasking environment; experience providing administrative and logistical support to a top executive; experience with scheduling, travel arrangements, financial reimbursements, communicating with senior level internal and external contacts; ability to shift priorities; superior organizational skills; advanced computer skills (Word, Excel, PowerPoint, Outlook, Visio), filing systems management, etc.

• Communicate effectively with co-workers, senior level internal and external contacts and representatives of public and private organizations to exchange and convey information; maintain confidentiality of privileged information obtained in the course of work.

• Organize own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with minimum direction.

• Knowledge of principles and business letter writing and basic report preparation; English usage, grammar, spelling, punctuation and vocabulary; compose, independently or from oral instructions, correspondence, memoranda, and other reports and materials.

• Knowledge of standard office administrative practices and procedures, including the use of standard office equipment.

• Advanced computer skills on all computer applications of MS Office related to work including word processing, spread sheets, charts and graphs from statistical information, and presentations.

• Telephone techniques and etiquette.

• College degree preferred.

PHYSICAL REQUIREMENTS/ADA:

Please include any additional physical requirements below the standard requirements

No unusual physical requirements. Requires no heavy lifting, and nearly all work is performed in a comfortable indoor facility.

Routine deadlines; usually sufficient lead time; variance in work volume seasonal and predictable; priorities can be anticipated; some interruptions are present; travel or other inconveniences have advance notice; involves occasional exposure to demands and pressures from persons other than immediate supervisor.

Job frequently requires sitting, handling objects with hands.

Job occasionally requires standing, walking, reaching, talking, hearing, and lifting up to 10 pounds.

Vision requirements: Ability to see information in print and/or electronically.

SUPERVISORY RESPONSIBILITIES:


None

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