Executive Assistant

Job Description:

The Executive Assistant is responsible for performing a variety of administrative duties, assisting the implementation and execution of the Executive’s goals and activities in a timely manner.

In supporting ACCO’s organizational needs on behalf of the Executive, this role should be comfortable and flexible in taking the initiative with a variety of assignments, assisting with projects within their department, and at times may provide project support within other corporate departments as needed.

Essential Duties & Responsibilities

• Schedule and coordinate meetings, ensuring preparation and execution of meeting materials, communication invites, agendas, presentation material, scheduling caterers (where applicable), take meeting notes, and other relevant materials. Follow-up on action items from meetings on behalf of the Executive.
• Calendar management - Plans, coordinates, and ensures that the Executive’s schedule is followed and respected by providing gatekeeper / gateway support and creating win-win situations for direct access to each person’s time / office.
• Provides a bridge for smooth communication between the Executive and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Support, collect, organize, and analyze information from various departments as needed.
• Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks.
• Prioritizes conflicting needs - Handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• General administrative duties such as typing and photocopying general correspondence including letters, proposals, presentations, reports, agreements, contracts, and memos from notes or dictation.
• Develop, edit, copy, and assemble work products, which include (but are not limited to): proposals, submittals, manuals, presentation packages, marketing materials, legal documents, reports, etc.
• Send and/or distribute various correspondence via the most appropriate method.
• Arrange travel plans and itinerary and complete expense reports.
• Maintain accurate filing system and document control.
• Plan, coordinate, organize and help at various company events and celebrations.
• May provide support to other departments on assignments, special projects, committees, or other organizational needs.
• Maintain department office environment and replenish office supplies. Other tasks and duties as assigned by supervisor and/or upper management.

Position Requirements (Skills, Work Experience, Education, Certifications, Licenses, etc.):

• Bachelor’s degree or equivalent work experience.
• 3+ years of previous executive support experience, preferably in a mechanical contracting or construction environment.
• Ability to maintain confidentiality as needed when required by the nature of work conducted.
• Extensive computer knowledge
• Microsoft Office including MS Word and MS Excel Word
• Able to utilize applications on handheld communication devices (smartphones, tablets, etc.)
• Able to utilize Google applications including Gmail, Google Calendar and Google Docs.
• Internet – Provide detailed data searches and online applications (e.g. Fed Ex Delivery and ordering of products).
• Able to edit works in Adobe Writer or similar programs
• Strong written communication skills.
• Attention to detail and ability to organize data.
• Able to demonstrate consistent and reliable attendance.
• Able to learn new programs and processes.
• Demonstrated experience with producing and editing work product documents with accuracy.
• Well organized with ability to multitask between several projects delegated by multiple parties.
• Demonstrated experience as a team player and able to achieve assigned performance goals.
• Ability to handle pressure and hectic pace.
• Ability to work overtime when required. Regular and routine attendance.

ACCO Competencies:

• Proactivity / Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one’s level/position and with minimal supervision.
• Perseverance: Shows the wherewithal to fight …