What are the responsibilities and job description for the Executive Assistant position at St. Johns Ship Building?
POSITION SUMMARY
The A/P Customer Liaison/Executive Assistant to the President of St. Johns Ship Building, Inc. will perform be the shipyard’s proactive point of contact for communications with vendors and suppliers to the Shipyard to help manage aged accounts payable. This is a limited-duration role to assist the President of the Shipyard in managing supplier and vendor payment communications and expectations as directed by the President of the Shipyard. The position will primarily be to perform administrative tasks and services to support effective and efficient operations of the President. This position requires excellent communication skills, a high degree of professional and ethical accountability.
Key Performance Indicators (KPI) are as follows: promptly return calls, emails, and correspondence; create all assigned documentation and projects for the President on time; ensure that correspondence is highly accurate and ready for distribution. Messaging will need to be effective and timely.
DUTIES AND RESPONSIBILITIES
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Essential Functions Statement(s)
- Assist the President with all tasks and projects assigned.
- Handle all solicitations for the President.
- Manage record keeping, files, and documents for the President.
- Develop a contact list/business card file.
- Assist, create, and prepare as needed any company messaging for trade shows, print and electronic copy.
- Act as the point of contact for visitors to the President.
- Handle travel arrangements and lodging for company employees/visitors.
- Assist with legal or financial document preparation.
- Organization and documentation of weekly management meeting minutes.
- Receives and verifies expense reports; reconciles expense and other financial reports with account balances and other office records.
- Facilitates payment plans with vendors, which may include verification of federal ID numbers, reviewing purchase orders, and resolving discrepancies.
- Propose payment plans and submit them for approval.
- Take all phone calls and emails from Vendors.
- Work with Vendors to create solutions for payment plans.
- Assists with accounting needs as directed by the President.
- Other related duties as assigned by the President.
POSITION QUALIFICATIONS
- Excellent verbal and written communication skills.
- Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
- Excellent organizational skills and attention to detail.
- Proficient with Microsoft Office Suite or related software.
Education:
- High school diploma required, Bachelor’s degree in Business Administration or related field preferred.
Experience:
- At least four years of related experience required.
PHYSICAL DEMANDS
Physical Demands
Lift/Carry
Stand
O (Occasionally)
Walk
O (Occasionally)
Sit
F (Frequently)
Handling / Fingering
O (Occasionally)
Reach Outward
O (Occasionally)
Reach Above Shoulder
O (Occasionally)
Climb
O (Occasionally)
Crawl
O (Occasionally)
Squat or kneel
O (Occasionally)
Bend
O (Occasionally)
10 lbs or less
F (Frequently)
11-20 lbs
O (Occasionally)
21-50 lbs
O (Occasionally)
51-100 lbs
N (Not Applicable)
Over 100 lbs
N (Not Applicable)
Push/Pull
12 lbs or less
N (Not Applicable)
13-25 lbs
N (Not Applicable)
26-40 lbs
N (Not Applicable)
41-100 lbs
N (Not Applicable)
N (Not Applicable)
Activity is not applicable to this occupation.
O (Occasionally)
Occupation requires this activity up to 33% of the time (0 - 2.5 hrs/day)
F (Frequently)
Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5 hrs/day)
C (Constantly)
Occupation requires this activity more than 66% of the time (5.5 hrs/day)
Other Physical Requirements
Vision (Near, Distance, Color, Peripheral, Depth Perception)
Sense of Sound (hear alarms and radios)
Sense of Touch
WORK ENVIRONMENT
Indoor Environment/Office Environment/Heated/Air Conditioned
Must be able to access and navigate each department at the organization’s facilities including infrequent visits to the shipyard.
The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.
