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Job

Executive Administrative Assistant (3290)

  • Job ref:

    13099

  • Location:

    Westborough, United States

  • Sector:

    Administrative

  • Job type:

    Contract

  • Contact:

    Tonya Lwowski

  • Published:

    8 days ago

  • Consultant:

    Tonya Lwowski

Responsibilities:

Prepares departmental reports which involves assembling necessary information by researching files and documents and communicating with various people; operating various computer software programs, e.g., MS Office Suite, to record and analyze information; organizing information into text, tables, and graphs; and formatting and generating reports. Coordinates various departmental activities, policies, or programs to maintain effective administrative control, which involves maintaining records and logs, communicating with various internal and external people, and notifying management of any problems that may arise. Representative activities, policies, or programs may include, but are not limited to, the following: Acting as liaison to various philanthropic, community, and other organizations Soliciting and coordinating employee participation in corporate sponsored cultural or charitable events and programs Analyzing data to record and report on budget variances. Creating and maintaining spreadsheets for the preparation of annual budgets. Acting as liaison to collect and submit articles and other information for client related publications. Acting as liaison between departmental employees and ITS to arrange for communications devices, e.g., pagers, email, and telephone calling cards Providing administrative assistance to other departments in processing forms or maintaining records. Collecting information and updating organizational charts. Maintaining telephone lists. Coordinating, ordering, and distributing all OT promotional items such as calendars and holiday cards. Responds to and screens incoming telephone calls from customers, vendors, and others. Direct callers to appropriate personnel or provides information on request. Takes and relays messages. Escalates more complex calls to the appropriate department personnel. Types routine and confidential letters, reports, and memoranda from rough draft, audiotape, or written notes ensuring accurate grammar, spelling, and business formats. Composes business correspondence. Sends original and copies of correspondence to designated addressees. Maintains correspondence files. Records and publishes minutes of key meetings for follow up. Organizes, screens, and distributes daily incoming outgoing mail for management. Prepares various correspondence, materials, and equipment for shipment. Completes necessary forms. Communicates with the Mail Room staff to arrange for pickups. Distributes daily incoming faxes and photocopies material as required. Makes travel arrangements for managers, which involves working with Corporate Travel Department to arrange transportation and lodging. Prepares and distributes travel itineraries. Makes arrangements for dining or other entertainment, e.g., sporting event tickets, as requested. Reviews and logs travel and entertainment forms. Monitors and maintains adequate quantities for office supplies for the staff. Prepares purchase requisitions when inventory levels are low. Selects office products and equipment from vendor catalogues or approved lists of standard office supplies. Monitors invoices to ensure billing charges are appropriate, assigns the general ledger accounting code, and submits the bills for signature. Organizes and maintains files of departmental records, literature, and reports. Files materials as required. Recovers information from files upon request. Maintains logs and other records, to track various departmental operations. Maintains personnel attendance, vacation records, and confidential personnel files. Monitors time sheets and verifies for accuracy. May administer the attendance tracking system. Assists in the creation of management presentations by using computer programs to create charts, graphs and slides as needed. May select or recommend font styles and slide formats. Prepares copies of presentation materials for all attendees. Works on special projects and performs other duties as directed.

Qualifications:

AS in Business related field preferred or equivalent experience and knowledge. Strong written and verbal communication skills. Ability to work in fast-paced environment. Professional and client services orientation required. Tact and diplomacy. Telephone etiquette. Understanding of the principles of customer service. Typing and stenography skills of at least 70. Knowledge of desktop computer software, e.g., Windows 95, Office 97, Word, Excel, PowerPoint, Internet, E Mail. Able to learn other system quickly including Concur. Excellent organizational skills. Basic project management. Minimum of seven (7) years of administrative experience, with at least 3 -4 years support executives. Overview of responsibilities include but not limited to: - Calendar management for key leaders - Coordination of domestic and international travel plans for executives - Preparing reports and presentation for various meetings and compiling data for dashboards - Support purchase requisition process for vendor payments - Assist with onboarding and interview process for potential candidates within leadership group - Prepare department communications and support distribution of communications.