Executive Administrative Assistant

Description

Role

Provides confidential administrative support to the President and the Board of Directors as directed.

Major Duties and Responsibilities

Types drafts, assimilates and distributes correspondence for President and Senior Managers.

Maintains corporate files and proper filing of all correspondence.

Serves as the company's purchasing agent for all office supplies, kitchen supplies and other miscellaneous supplies and equipment, excluding high dollar items.

Responsible for the maintenance and dissemination of the Procedures Manual and the Policy Manual.

Handles all reservations/registrations for staff and officials as well as making travel arrangements and scheduling executive appointments.

Responsible for maintaining the organizations card key access system and corporate office keys, including the assignment of keys.

Organize, assemble and distribute correspondence for Management and the Board including the monthly Board Package.

Schedules conference rooms for Board Meetings and Staff Meetings.

Must comply with all company policies and procedures, applicable laws and regulations, including but not limited to, the Bank Secrecy Act, the Patriot Act, and the Office of Foreign Assets Control.

Qualifications

Knowledge and Skills

Experience

Two to Five years of similar or related experience, including time spent in preparatory positions.

Education/Certifications/Licenses

A two-year college degree or completion of a specialized course of study at a business or trade school.

Interpersonal Skills

A significant level of trust and diplomacy is required to be an effective subject matter expert in the position. In-depth dialogues, conversations and explanations with customers, direct and indirect reports and outside vendors of a sensitive and/or highly confidential nature is a normal part of the day-to-day experience. Communications can involve motivating, influencing, educating and/or advising others on matters of significance.

Other Skills

Ability to travel up to 25%.

ADA Requirements

Physical Requirements

Perform primarily sedentary work with limited physical exertion and occasional lifting of up to 5 lbs. Must be capable of climbing/descending stairs in emergency situation. Must be able to operate routine office equipment including telephone, copier, facsimile, and calculator. Must be able to routinely perform work on computer for an average of 6-8 hours per day. Must be able to work extended hours whenever required or requested by management. Must by capable of regular, reliable and timely attendance.

Working Conditions

Must be able to routinely perform work indoors in climate-controlled shared work area with moderate noise.

Mental and/or Emotional Requirements

Must be able to perform job functions with supervision and work effectively either on own or as part of a team. Must be able to read and carry out various instructions and follow oral instructions. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be able to perform basic mathematical calculations with extreme accuracy. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization and demonstrate highest levels of customer service and discretion when dealing with the public. Must be able to perform responsibilities with composure under the stress of deadlines/requirements for extreme accuracy and quality and/or fast pace. Must be able to effectively handle multiple, simultaneous, and changing priorities. Must be capable of exercising highest level of discretion on confidential matters.

Salary : $68,640 - $78,337