Executive Administrative Assistant

The Executive Administrative Assistant, provides high level administrative support and will ensure that all administrative functions are processed and completed in a timely and efficient manner.

To be successful in this role, the individual must be energetic, self-motivated, possess strong interpersonal and problem-solving skills, well-organized, and have great time management skills.

The individual is expected to provide professional and high level support to Ownership and Senior Management.

Essential Functions: * Act as point of contact among Ownership, Senior Management, employees, and external contacts.

* Support the assigned Executives in all daily activities.

* Answer the telephone with the utmost professionalism, urgency, screening, and prioritizing calls.

* Coordinate their time with the Administrative Office Manager to ensure proper coverage for assigned departments.

* Distribute mail and fax correspondence.

* Prepare and maintain departmental reports (hardcopy and electronic) as directed by Department Head.

* Monitor and track attendance grids and all requests for time off from Senior Management and ensure their accuracy and validate results through audits of internal records and timekeeping system reports.

* Inventory maintenance and draft purchase requisitions.

* Manage Executives' calendars and set up meetings as assigned.

* Take and transcribe minutes for assigned meetings.

* Reconcile Travel and Expense forms and Corporate Card Statements as assigned * Coordinate travel and accommodation arrangements for Executives and other members of the department identified and approved by the Executives.

* Create memorandum based off of dictation or write draft copy for review and distribute items to Senior Management.

* Maintain office equipment (fax, copier, audio visual equipment, etc.) * Record and file maintenance of all associates within the department.

* Independently research a wide variety of information requests from the Department Head.

* Analyze complex trends within the department's operational area as requested by the Department Head.

* Creation and maintenance of spreadsheets for use in daily statistical analysis.

* Create and maintain spreadsheets, flowcharts, calendars, schedules, and organizational charts.

* Correspond with External and Internal Vendors in a professional and courteous manner.

* Train new Administrative Staff on Company policies, organization charts, Microsoft software, etc.

Knowledge & Skills: * PC knowledge, preferably experience with Microsoft Office.

* Ability to handle confidential information responsibly and professionally in accordance with departmental policies.

* Excellent written and verbal communication skills * Outstanding organizational and time management skills * PC skills (Microsoft Office and Adobe Acrobat) essential * Ability to work autonomously, prioritize assignments, and follow up with colleagues to ensure the completion of assigned tasks * Ability to demonstrate a thorough understanding of administrative-related functions.

Education & Work Experience: * High School Diploma or equivalent certificate required.

* Associate's degree from an accredited college or university preferred.

* Minimum of 5 years of related experience is preferred.