Executive Assistant

Position Summary

The Executive Assistant performs diverse administrative functions for the Executive(s) and may support the Management staff that report to this Executive(s). This position will provide support that is instrumental to success of leader. The incumbent composes communications; reviews, prioritizes, and responds to emails; creates reports and presentations; organizes and schedules appointments, and meetings; organizes travel; reviews strategic documents; takes notes at meetings and any other administrative tasks that help the executive perform their job.

Essential Functions and Duties

• Maintain Executive(s) calendar and schedules meetings.
• Handles sensitive information in a confidential and private manner as this position will have access to confidential information including communications from senior executives, compensation data, corporate strategy, pending or future contracts, specific employee details, and other sensitive company information.
• Makes travel arrangements for the Executive(s) including flights, cars, hotels, meeting rooms, etc.
• Coordinates conference calls and webinars
• Organize meetings including setting date, notifying attendees, preparing meeting room, preparing agenda, and ordering food as needed.
• Receive invoices, code them and provides them to the Executive for approval.
• Compose letters and emails in an accurate, professional, timely manner.
• Assist in special projects as assigned which may include basic research projects.
• Schedule interviews and provide travel arrangements if necessary for candidates.
• Maintain contracts in ConvergePoint.  Coordinate with vendor and Executive to obtain signature for contracts.
• Order gift cards for various departments when instructed.
• Notetaking for various meetings
• Provide notary services as needed.
• Assist the receptionist with telephone duties as needed.
• Assist in fielding and posting questions/comments for the Q&A section of Microsoft Teams Live Event Quarterly All Hands Meetings.
• Support other Executive Assistants while on vacation, LOA, etc.
• Continuously strive to improve processes, service quality to internal and external customers.
• Adheres specifically to all company policies and procedures, Federal and State regulations and laws. 
• Display dedication to position responsibilities and achieve assigned goals and objectives.
• Represent the Company in a professional manner and appearance at all times.
• Understand and internalize the Company’s purpose, display loyalty to the Company and its organizational values.
• Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
• Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and respect the diversity of our work force in actions, words, and deeds.
• Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation.
• Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the company. Immediately report any concerns or violations.
• Other duties as assigned.

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