EXECUTIVE ASSISTANT - MARKETING

Job Description

Job Description

Overview

The Executive Administrative Assistant is responsible for coordinating office activities including scheduling appointments, delegating work, providing information to callers, taking notes, and otherwise relieving the Department Heads of clerical administrative and business related details.

Responsibilities

Essential Job Functions :

• Screen telephone calls and visitors, ascertaining who can be re-directed.
• Provide information to callers, including senior management and key external sources which requires a comprehensive knowledge of company policies, practices and operations.
• Perform a broad range of administrative details of a highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions.
• Maintains calendars for executives, regularly arranging meetings, conferences and appointments.
• Follow up on all assignments delegated to subordinate managers as to status, expected completion date, etc.
• Responsible for managing travel arrangements for multiple executives and VIP guests.
• Draft and submit expense reports as well as processing department invoices.
• Open and review all mail directed to the executives. Compose responses to routine inquiries, delegate items to subordinate managers and forwards appropriate items to the executives.
• Organize and coordinate VIP guest and group visits.
• Draft itineraries for meetings, group visits and workshops.
• Assist in the preparation of presentation decks for executive meetings and presentations.
• Assist in the preparation of regularly scheduled reports
• Enter contracts, agreements and new vendor registration requests into system for approvals.
• Collaborate with Legal department for non-disclosure agreement submissions and review.
• Record Minutes of staff meetings and distribute to appropriate personnel.
• Take notes on computer and / or transcribes from voice recordings involving standard business vocabulary on highly confidential company matters.
• Compose and type routine or complex correspondence and reports from rough drafts, editing format, grammar and punctuation or spelling as needed.
• Establish, maintain and, when necessary, revise department filing system.
• Track and order office supplies.
• Maintain contact lists.
• Promote positive public / employee relations at all times.
• Maintain a clean, safe, hazard-free work environment within area of responsibility.
• Perform all other related and compatible duties as assigned including, but not limited to, assisting with special projects and workshops.

Qualifications