What are the responsibilities and job description for the Executive Administrative Assistant position at Georg Fischer?
Summary:
Perform a wide variety of general or specialized administrative functions; greet internal and external customers, answer telephone, assist in travel arrangements for executive staff, prepare for meetings, keep records of meeting notes, administer calendar.
Primary Responsibilities:
The responsibilities of this position include, but are not limited to:
- Maintain schedule for conference rooms.
- Orders needed and special request office supplies.
- Organizes and orders lunch for guests as requested.
- Recognize and handle security problems, stop trespassers and unauthorized visitors from gaining entrance by using documented procedures as a guide.
- Serves as primary contact with vendors for coffee, water, tea, etc. and purchases food as needed for executive conference rooms.
- Assist executive staff as requested.
- Assist executive and sales staff in making travel arrangements.
- Greeting visitors and advising the proper personnel.
- Prepare spreadsheets, PowerPoint and other documents for meetings as necessary.
- Perform other job-related duties as assigned.
- Ability to organize and prioritize work and meet deadlines.
- Organizes agenda, travel and meeting arrangements for executive staff.
- Books hotels, rental vehicles and travel arrangements for guests as needed.
- Performs all job duties in a safe manner according to GF processes.
- Adhere to ISO 9001 Quality, ISO 14001 Environmental, and OSHAS 18001 certification requirements.
- Responsible to maintain a safe working environment for all employees.
- Requires regular attendance per the schedule assigned by supervisor.
Knowledge and Skill Requirement:
This position should possess the following skills/knowledge:
- High school diploma or GED, desired.
- Two (2) years experience as a direct assistant to a departmental or functional manager.
- Computer proficiency in Microsoft Office applications to include Excel, Word and PowerPoint is required.
- Computer proficiency in Microsoft Access is desirable.
- Ability to maintain confidentiality. Stellar references required.
- Strong verbal, written and interpersonal skills.
Environmental / Atmospheric Conditions:
- Work environment is conditioned against most weather incursions, but can include frequent interruptions due to location near the reception area.
- Open office atmosphere / No Partitions.
Working Conditions / Physical Requirements:
- High visual demands.
- Requires sitting for extended periods of times.
- Ability to use a computer keyboard for extended periods of time.
- Required to work a 40-hour workweek and be prompt and dependable.
