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Executive Administrative Assistant & OfficeManager


Posted: 02/18/2019 Industry: Secretary Executive Job Number: 2255115

JOB TITLE: Administrative Assistant
REPORTS TO: President

Supports the organization's mission, vision, and values by exhibiting the following behaviors: excellence, collaboration, innovation, accountability, and ownership.


Under the direct supervision of the President this position provides administrative and secretarial support for the President and the Executive Team. In addition to typing, filing, scheduling, performs duties such as coordination of meetings, travel and conferences, obtaining supplies, coordinating direct mailings, updates and corrects contracts and proposals, works on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive proposal information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures to promote best practices.


Administrative/Secretarial: Provides administrative support to the President and the Executive Team.

Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the company. Performs advanced PowerPoint presentations. Creating and developing presentations for the President. Establishes, develops, maintains and updates filing system for the President. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals, magazines and client contracts.Organizes and prioritizes large volumes of information and calls. Sorts and distributes mail. Opens mail for the President. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information. Answers phones for President and works in cooperation with the Receptionist to cover phones. Act as a liaison with other departments, outside vendors and clients. Handles confidential and non-routine information. Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the President, which may include: planning and coordinating multiple presentations, and disseminating information. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of all final documents. Supports President with finances. Activities include: copying check requests, travel reimbursement, documenting corporate credit card expenses.


Work requires an extensive knowledge of business and an excellent command of the English language. Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through 5+ years related experience. Must be proficient on a variety of computer software, including Microsoft Word, Excel, and Powerpoint.Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy. Strong ability to think analytically in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work. Attention to detail is critical, as work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Compensation and Full Benefits include

Competitive salary with bonus potentialMedical, dental, vision, long-term disability and life insuranceMatching 401(k)Flexible spending accountsUp to 2 weeks vacation and 2 personal days within the first year"

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