What are the responsibilities and job description for the Executive Administrative Assistant position at Thomas Foods International, USA?
Job description
The Executive Administrative Assistant’s main function will be to support the CEO and his Senior Leadership Team. This individual will also indirectly provide administrative support to the rest of the leadership team as needed. You will report directly into the Senior VP of Marketing/Innovation and support event coordination, along with Office Management responsibilities.
DUTIES AND RESPONSIBILITIES:
- Answer, screen, and transfer all incoming phone calls
- Receive and direct visitors and clients
- Coordinate customer and supplier facility visits and ensure all elements such as itineraries, meeting room setup, entertainment meals, travel arrangements, car service and others.
- Act as the administrative point of contact between the CEO and internal/external clients
- Manage all aspects of the CEO’s calendar, including organizing and arranging meetings/appointments and providing reminders
- Coordinate travel arrangements on behalf of the CEO/CFO/VP of Marketing, for interviews, and at times the leadership team
- Complete expense reports for the CEO/CFO/VP of Marketing & Innovation
- Handle requests and queries of executive officers appropriately
- Ensure the aesthetic presentation of the office, kitchen and meeting room areas are maintained at a high standard. Re-order office supplies as needed.
- Handle requests from the leadership team related to special projects
- Act as the administrative point of contact for Board and Senior meetings
- Develop and carry out an efficient documentation and filing system
- Resolve administrative problems and inquiries
- Maintain office supply inventories; look for cost savings on supplies and additional vendors to purchase through
- Record and publish meeting minutes as requested by the CEO
- Produce reports, presentations, memos, and briefs as needed
- Use of discretion and confidentiality in handling management matters
- Coordinate maintenance of office equipment
- Open, sort, and distribute incoming correspondence
- Perform general clerical duties including photocopying, fax, and mailing
- Perform other duties as assigned within scope and ability
JOB REQUIREMENTS:
- High School Diploma required; Associates/Bachelor’s degree in business preferred
- 4-6 years of experience in an administrative role; working directly for an executive officer preferred
- High level of discretion and confidentiality and use of independent judgement
- Strong communication skills both verbal and written
- Excellent customer service skills and friendly demeanor
- Past Experience with Event Planning (ie conferences, company parties, executive events.
- Strong Microsoft Office skills specifically Word, Excel, Outlook, & PowerPoint
- Strategic thinker who can offer solutions rather than simply carry out tasks
- Strong ability to multi-task and detail-oriented, and remain organized
- Strong ability to problem-solve, and find solutions without direction
- Self-started, able to take on tasks and run with them with minimal direction
- Fluent in English (speaking/writing/reading)
- Ability to read and understand Standard Operating Procedures (SOPs)
- Ability to maintain regular and predictable attendance
- Understand and abide by all safety regulations as well as policies and procedure set forth by Thomas Foods International USA
Salary : $60,000 - $65,000
