What are the responsibilities and job description for the EXECUTIVE ADMINISTRATIVE ASSISTANT position at Dufresne Spencer Group, LLC?
Job Summary:
The Executive Administrative Assistant for the Regional Vice President (RVP) of Sales is an absolute vital member of the sales team. Under the direct supervision of the RVP, this position provides administrative support for the entire department of sales professionals. In addition to data management and scheduling, performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external visitors as well as internal contacts at all levels of the organization.
Key Job Responsibilities:
- Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department
- Performs desktop publishing. Creates and develops visual presentations for the sr. vice president
- Establishes, develops, maintains, and updates filing system for the vice president and the department and retrieves information from files when needed
- Organizes and prioritizes large volumes of information and calls
- Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
- Answers phones for vice president, takes messages or fields/answers for all routine and non-routine questions
- Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary
- Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the vice president, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures
- Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy
- All other duties as assigned
Knowledge/Skills/Abilities:
- Project Management
- 1-3 years of administrative experience preferred
- High School Diploma/GED
- Communication Proficiency
- Ethical Conduct
- Time Management
- Attendance and Punctuality
- Proficient use of Microsoft applications such as Word and Excel
- Experience with database systems
- Ability to work independently, exercise appropriate action and good judgment
- Ability to manage multiple priorities, organize tasks and maintain control of work flow
Education
Required- Bachelors or better in Other
- High School or better
Skills
Required- Basic Computer Skills
- Strong verbal and communication skills
- MS Office Products
- Efficient and effective multi-tasking skills
- Organizational Skills
- Problem Solving Skills
