Executive Assistant – Corporate (IT)

GENERAL PURPOSE:


To provide varied and complex administrative assistance and project support to the CIO & GSVP.


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 GSVP, 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 GSVP schedule and calendar; arrange meetings, conference calls and appointments.

  • Receive and screen communications to the GSVP, including telephone calls and e-mail messages, record messages or / and 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 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

  • Decisiveness

  • Analysis and Judgment

  • Independence

  • Communication

  • Initiative

  • Customer Service

  • Teamwork

QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:

  • 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 related to work including word processing, spread sheets, charts and graphs from statistical information, and presentations.

  • Basic budgeting theories and principles; basic mathematical computations, accounting and record keeping skills.

  • Telephone techniques and etiquette.

  • Operate a keyboard at a corrected rate of 60 words per minute.

  • College degree preferred.

PHYSICAL REQUIREMENTS/ADA:


Job requires ability to work in an office environment, primarily on a computer.

Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.

Consistent timeliness and regular attendance.

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


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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