Administrative Assistant

Position Summary:
Responsible for managing all aspects of executive's day-to-day activities including schedule, travel arrangements, correspondence, messages and communication with internal and external contacts. Represent the company at the highest level during frequent contacts with leaders of the business organizations and employees. Completes numerous special projects at request. This is a key position in a fast-paced work environment. This individual will perform standard, advanced and confidential secretarial duties that require broad experience, and in- depth skill and knowledge of organization policies and practices.

Key Responsibilities:
  • Schedules and organizes complex activities such as meetings, travel, conferences and department activities.
  • Performs desktop publishing. Creates and develops visual presentations.
  • Organizes and prioritizes large volumes of information and calls.
  • Sorts and distributes mail. Opens mail for the Executive. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
  • Answers phones for Executive. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
  • Handles details of a highly confidential and critical nature.
  • Makes high level contacts of a sensitive nature inside and outside the company.
  • Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors.
  • Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results.
  • Responsible for ordering office supplies and perform other administrative duties as needed.
  • 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 final copy.
  • Responsible for ensuring expense reports are submitted in a timely manner using PeopleSoft.

Position Requirements:
  • Bachelor’s degree or equivalent from two-year college or technical school
  • minimum of five (5) years executive assistant experience; or equivalent combination of education and experience.
  • Ability to work in a fast paced and quickly changing environment.
  • Excellent interpersonal and communications skills including written and verbal.
  • Positive, friendly and helpful attitude.
  • Knowledgeable with office systems (copier, fax, phone, computer).
  • Ability to handle sensitive and/or confidential material and information appropriately.
  • Good working knowledge of Microsoft Office applications, particularly Microsoft Word, PowerPoint and Excel for reporting purposes
  • Candidates with experience working for technology companies preferred.
  • Salesforce CRM system experience preferred.