Executive Assistant II

SUMMARY/JOB PURPOSE:

Responsible for the overall administrative functions within the Business Unit. Ensures that the day-to-day administrative operations run smoothly.

Essential Duties And Responsibilities:

• Provides expert administrative support in a variety of complex, confidential, and critical administrative and organizational tasks.
• Works in partnership with the Manager of Executive Administration and the Executive Administration team to ensure that the Executives are all aligned in accordance with corporate goals, culture and values.
• Maintains calendars, scheduling appointments, making travel arrangements; preparing reimbursement and expense reports; handling business transactions of a highly confidential and critical manner.
• Conserves executive’s time by reading, researching, and routing complex and/or confidential correspondence; drafting letters, documents, and reports using word processing and spreadsheet software; collecting and analyzing information; initiating telecommunications.
• Collects and prepares information for use in discussions/meetings of executive staff and outside individuals.
• Partners with individuals within Commercial to ensure high-level administrative needs are met.
• Manages conference logistics including but not limited to venue/space selection, technical requirements, hotel blocks, registration, meeting rooms, and other elements as necessary.
• Acts as an information source on administrative and company policies, procedures, or controls; evaluates current operations to identify and implement process improvements.
• Effectively and courteously screens and/or selectively refers callers and takes messages as needed; handles complex and sensitive inquiries/calls from external/internal sources.
• Support distributing templated executive emails to internal distribution lists.
• Support vendor purchase order and invoice processing with AP/Purchasing.
• Maintains filing systems, copies and faxes.
• Coordinates special events and office functions.
• May compile statistical data.
• Complies with all company health & safety policies and procedures.

Supervisory Responsibilities:

• None

EDUCATION/EXPERIENCE/KNOWLEDGE & SKILLS:

Education/Experience:

• Bachelor’s degree (B.A/B.S.) from four-year college or university and a minimum of 3 years related experience; or,
• Equivalent combination of education and experience.

Experience/The Ideal for Successful Entry into Job:

• A minimum of 7 years prior clerical and administrative experience including handling logistics, typing, editing, distributing information, filing, telephone, etc.
• High level experience supporting executives in a fast-paced environment.
• Strong attention to detail; able to manage multiple-step procedures and handle frequent interruptions in work flow along with the ability to work quickly, efficiently, and cope with high-volume of work.
• Exhibits professionalism and composure in stressful situations and in meeting short deadlines.

Knowledge/Skills:

• Expert computer skills including familiarity with Microsoft Word, Microsoft Excel, PowerPoint, Internet, Outlook Express.
• Ability to set up and maintain filing systems and track recurring department information.
• Ability to prioritize and organize complex, confidential, time sensitive tasks and display well-developed project management skills.
• Ability to demonstrate superior judgment and common sense in making critical decisions.
• Ability to meet unplanned and/or tight deadlines.
• Ability to initiate improvements and consistently drive optimal service.
• Ability to accurately type 85+ words per minute.
• Maintains a record of exceptional accomplishments and consistently demonstrates leadership on assignments and among their peers.
• Routinely anticipates and takes initiative to solve problems.
• Demonstrates clear evidence of successful and creative efforts contributing to projects, problem-solving, efficiency and productivity and advises others on effective tactics.
• In-depth knowledge of company operations, policies and procedures with the ability to act as information source.
• Expert, up-to-date knowledge of relevant desktop systems and software and ability to apply them to maximize department effectiveness and problem solving.
• Complete understanding and wide application of technical principles, theories and co…