What are the responsibilities and job description for the Executive Assistant position at Tally Personnel Llc?
Role
The Executive Assistant provides high-level administrative support to senior executives, managing their calendars, handling communication, arranging travel, preparing documents, and overseeing various administrative tasks to ensure smooth operations, often acting as the primary point of contact for internal and external stakeholders while maintaining confidentiality and prioritizing critical matters.
Essential Functions
Calendar Management:Managing complex schedules, scheduling meetings, appointments, and prioritizing executive time.
Communication Management:Screening calls and emails, responding to inquiries on behalf of the executive, drafting correspondence and presentations.
Travel Arrangements:Coordinating travel logistics including booking flights, accommodations, and transportation.
Document Preparation:Creating, editing, and formatting documents such as reports, memos, presentations, and expense reports.
Meeting Coordination:Setting up meeting agendas, preparing materials, and managing logistics.
Project Management:Assisting with project coordination by tracking deadlines, managing tasks, and following up on deliverables.
Office Administration:Ordering supplies, maintaining filing systems, managing office equipment.
Relationship Building:Interacting with internal and external contacts in a professional manner.
Confidentiality:Maintaining strict confidentiality regarding sensitive information.
Other: All other duties as assigned.
QUALIFICATIONS & REQUIREMENTS
High School diploma or equivalent.
3 years of administrative experience required.
Proficient in Microsoft applications, including but not limited to Word, Excel, PowerPoint and Outlook.
Highly proficient in operating all common office equipment.
Drivers license and reliable transportation.
Skills, Abilities & Work Style
Excellent communication and interpersonal skills.
Strong organizational and time management abilities.
Attention to detail and ability to prioritize tasks.
Discretion and ability to handle confidential information.
Proactive problem-solving skills.
Ability to anticipate needs and proactively address issues.
Work Environment & Physical Demands
This position requires working primarily in an office environment with minimal exposure to safety hazards.
The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to use a telephone, computer keyboard and mouse; reach with hands and arms; talk and listen. The employee is frequently required to walk and sit, as well as to lift and carry objects such as books, files and supplies weighing up to 25 pounds. The employee is occasionally required to stand, stoop or kneel. Specific vision abilities required by this position include close vision and the ability to adjust focus.
