What are the responsibilities and job description for the Executive Assistant position at Western & Southern Life?
Overview
Provides administrative support to the Assistant Vice President (AVP) and direct reports within the Client Relationship Center (CRC) and Insurance Profillment Solutions (IPS). Maintains calendar for the AVP, scheduling appointments and governing time. Expedites work through proper channels in the absence of the AVP, maintaining regular and follow-up files and confidential data. Acts as liaison to outside associations for the AVP. Arranges travel plans as directed and prepares correspondence and maintains records. Works with minimal supervision and is responsible for making an established range of decisions, escalating to manager when necessary and updating Manager on a regular basis.
Responsibilities
What you will do :
Organizes and expedites the workflow through the AVP's office. Maintains any documentation, filing and / or initiating any follow-up actions required. Maintains the AVP's calendar, scheduling or updating appointments and keeping the AVP apprised of the status.
Responds to inquiries and directs, prioritizes and provides information to various levels of internal and external customers making requests of the group. Makes timely decisions regarding the validity of external requests, and responds accordingly.
Coordinates the registration and payment of fees; makes travel arrangements and accommodations for the AVP and staff members.
Keeps various records and handles confidential information.
Types letters, reports, memos and agendas for the AVP and staff.
Creates and submits expense reports for the AVP.
Directs and controls mail and telephone communications for CRC management staff. Distributes mail and directs inquiries.
Provides administrative support to other members of the AVP's staff.
Continually performs an activity such as transcribing, viewing a computer terminal and extensive reading. Visual acuity is required to determine accuracy, neatness and thoroughness of work assigned.
Performs other duties as assigned.
Complies with all policies and standards.
Qualifications
High School Diploma Or GED (Required)
Proven experience providing administrative support for executive-level management. (Required)
Proven experience coordinating multiple projects / assignments simultaneously, and completing assigned tasks accurately and on a timely basis. Demonstrated a strong attention to detail with excellent organizational skills. Expected to cite examples of organization and time management methods used to manage or prioritize workload demands from multiple sources. (Required)
Proven experience handling confidential information and correspondence. (Required)
Demonstrated experience maintaining a calm and professional demeanor when handling demanding situations. (Required)
Demonstrated experience effectively handling customers and providing excellent service. (Required)
Demonstrated experience working effectively within a team. Must provide examples of motivating co-workers in difficult situations. (Required)
Demonstrated excellent verbal and written communication skills; continuously conveys information to internal and external customers in a clear, accurate, focused and concise manner. Demonstrated ability to document procedures and activities in a manner that is understandable to others and prepared using a prescribed format. Possesses proficient proofreading and editing skills, demonstrating a strong use of the English language to include exemplary knowledge, in verbal and written format, of the elements of grammar, punctuation, diction and spelling proficiency.
Proven proficiency in preparing reports, compiling statistics, researching information and making recommendations.
Demonstrated ability to effectively handle and screen telephone calls, directing them to the proper individuals.
Proven ability to compose business letters and memos using proper grammar and professional verbiage. Must provide examples of written communication.
Proven ability to adapt and demonstrate flexibility when changes occur to policies, procedures and priorities. Cite examples.
Proven strong analytical skills, including demonstrated experience identifying and quantifying problems, and providing effective resolutions. Must be able to cite examples of good decision-making skills when dealing with multiple alternatives.
Demonstrated proficient keyboarding skills and mathematical aptitude to include decimals, fractions and percentages.
Proficient in word processing, spreadsheet and presentation applications.
Work Setting / Position Demands :
Works in an office setting and remains in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.
Requires the ability to verbally communicate and exchange accurate information to customers and associates on a regular basis.
Requires visual acuity to read and interpret a variety of correspondence, procedures, reports and forms via paper and electronic documents, visual inspection involving small defects; small parts, and / or operation of machinery (including inspection); using measurement devices continuously. Visual acuity is required to determine accuracy, neatness, and thoroughness of work assigned.
Requires the ability to prepare written correspondence, reports and forms using prescribed formats and conforming to rules of punctuation, grammar, diction, and style on a regular basis.
Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts, and draw valid conclusions
Performs substantial movement of wrists, hands, and fingers for continuous computer work.
Extended hours required during peak workloads or special projects / events.
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