Executive Assistant

GENERAL PURPOSE:


Provides general administrative support to the Senior VP of Strategic Sourcing (Finance) and other Finance VPs.


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, including digital and hard copy files.

Act as liaison between department managers and their staff in matters involving the SVP and other VPs including meetings, documentation, and activities requiring authorized action.

Take appropriate authorized action in the absence of the SVP 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, working independently with minimal supervision.

Produce letters, reports, bulletins, memoranda, presentations, speeches, rough drafts, verbal instructions and email, including material of a confidential nature.

Coordinate executive travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required.

Manage SVP/VP calendars working closely with other executive level admins to ensure efficient flow of information. Backup calendaring for other Finance Executives.

Process invoices and expense reports. Receive and screen communications to the SVP/VPs including telephone calls and e-mail messages, recorded messages and/or provide assistance using independent judgment to determine what requires priority attention.

Interface with other Executive admins as necessary to ensure appropriate flow of information, meetings, and other activities as needed.


COMPETENCIES:


Communication

Planning and Organizing

Analysis and Judgment

Customer Support

Credibility and Trust

Results Orientation

Problem Solver


QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:


Two to four years of 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;

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 assignment with minimum direction.

Knowledge of principles and business letter writing and basic report preparation; grammar, spelling, punctuation and vocabulary; compose, independently or for moral instructions, correspondence with minimum direction.

Advanced skills in word processing, presentation, spreadsheet and other software, Microsoft Office, i.e. Visio, MS Word, Excel, PowerPoint

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

Basic budgeting theories and principles; basic mathematical computations. Accounting and record keeping skills

Ability to use discretion in handling confidential information

Attention to detail and accuracy is critical

Telephone techniques and etiquette

Ability to work as a key team member with a diverse group of professional staff

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

College degree required.


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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