Administrative Assistant

 Administrative Assistant

Job Description

Department: Administration       

Job Status: Full Time

FLSA Status: Hourly

Reports To: CEO/CFO

Location: Ponca City, OK

Amount of Travel Required: N/A

Work Schedule: Monday thru Friday (8:00 a.m. to 5 p.m.)                               

Positions Supervised: N/A

POSITION SUMMARY: The Executive Assistant performs administrative duties for executive management, with priority on the President/CEO and Vice President/CFO. Responsibilities will include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters is required.

ESSENTIAL FUNCTIONS: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may.")

• Answers CEO's telephone and dispositions calls and messages based on priority to the CEO, ensures calls are returned by the COB or handled directly by the Executive Assistant.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Prepares reports by collecting and analyzing information.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.

• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies.
• Contributes to team effort by accomplishing related results as needed.
• Assists CFO in recording Board of Directors meeting minutes and producing other materials as requested.
• Manages and stocks the CEO/CFO refreshment bar and provides minimal housekeeping to CEO/CFO offices.
• Coordinates production of monthly employee newsletter.
• Reviews financial reports for errors and produces monthly financial summary from data supplied by accounting.
• Prepares weekly sales forecast for review each Friday by the management team.
• Supports o