What are the responsibilities and job description for the Executive Assistant position at Hunt Refining Company?
Provide expert administrative support and assistance to the President and ensure that communications from the President are properly disseminated in a timely manner to appropriate parties. Manage the President’s calendar and coordinate related activities. Assist the President in maintaining good relationships with senior industry executives, government officials at all levels and community and local business leaders. Reflect a polished, professional demeanor in competently and clearly communicating with all contacts.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Provide highly competent general administrative support to the President:
- Produce error-free typing/proofing of correspondence and reports.
- Maintain files for President’s correspondence, documents and materials.
- Quickly assimilate and organize verbal instructions and act effectively.
- Maintain mastery of selected software applications.
- Review selected general office accounts for payment and/or for the President’s approval.
- Work closely with executive office personnel to organize and prioritize tasks and duties.
- Coordinate all senior management meetings.
- Professionally deal with sensitive/confidential Company and employee information. (Confidentiality Agreement required)
- Coordinate, monitor and update President’s schedule:
- Maintain daily calendar/schedule including long-term planning for key events.
- Coordinate travel for President and, as required, for senior management and guests.
- Coordinate special events or meetings as directed by the President.
- Assimilate, edit, and distribute weekly Flash Reports.
- Maintain the weekly in/out log for Executives and Senior Managers regarding vacation, business travel, etc.
- Prepare monthly expense reports for President and other senior executives.
- Support HR Department with company newsletter and events.
- Develop and maintain good working relationships and communicate professionally with key personnel throughout the Hunt organization.
EDUCATION and/or EXPERIENCE
- Bachelor’s degree with 5 or more years’ experience in a senior executive support role, or a minimum of an Associates’ degree with 8 or more years’ experience, or equivalent combination of education and experience;
- Experience in planning and coordinating meetings, events and travel;
- Must possess exceptional written and oral communication skills; excellent telephone etiquette;
- Must be willing to occasionally work overtime/flexible hours; minor travel may be required.
- Strong organizational skills and a careful attention to detail are a must; also needs to be able to work well with colleagues throughout the Company;
- Proficient in Microsoft Word, Excel, and PowerPoint.
- Ability to assimilate and convert verbal instructions into an organized work plan.
- Must be capable of multi-tasking with speed and consistency.
- Work must be neat, accurate, grammatically correct and thorough.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid driver’s license