What are the responsibilities and job description for the Chief Administrative Specialist (L0860) position at PETE LIEN & SONS, INC?
The Chief Administrative Specialist is responsible for:
Executive Support:
- Manage calendars (as requested), including scheduling meetings, appointments, and travel arrangements.
- Prioritize and coordinate incoming communications (calls, emails and correspondence), ensuring timely responses and follow-ups.
- Prepare and review meeting agendas, presentations, and reports for the President, COO, or other Chiefs as requested.
- Handle confidential information with discretion and professionalism.
- Prepare executive summaries for various document types, as requested.
Project Management:
- Assist with the planning, tracking, and execution of strategic initiatives and high-priority projects.
- Assist in coordination of cross-functional teams to ensure deadlines are met and goals are achieved.
- Maintain detailed records and reports related to ongoing projects and initiatives.
Meeting & Event Coordination:
- Organize and coordinate executive meetings and corporate events, ensuring logistical arrangements are seamless.
- Take meeting minutes and follow up on actions items as required.
- Oversee the preparation of materials for presentations and events, ensuring high-quality and timely delivery as requested.
Communications Liaison:
- Support internal and external communications on behalf of the President and Chiefs when applicable.
- Maintain relationships with key stakeholders, including board members, clients, and partners, ensuring smooth interactions and timely updates.
Operational Efficiency:
- Develop and implement office systems to improve efficiency and effectiveness in daily operations.
- Ensure that executive office procedures and practices are followed and improve them when needed.
- Assist in managing executive-level administrative tasks, including budget tracking and office supplies.
- Train, and mentor other administrative professionals, ensuring high performance and professional development.
- Ensure consistent administrative workflows, ensuring tasks and processes are executed efficiently and according to established standards.
- Promote a positive and collaborative work environment within the administrative groups.
Strategic Support:
- Assist with strategic planning and decision-making by providing research, analysis, and recommendations on key business matters.
- Stay informed on industry trends and organizational developments to provide proactive assistance to the Chiefs when requested.
A complete company description can be found here: Job Description
