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Senior Executive Assistant
IntelliPro Group Inc.Great Falls, United Statesfull_timeVerifiedPosted 12 Dec 2024
About the role
Position: Senior Executive Assistant
Location: Great Falls, Montana (ONSITE)
Duration: FULL TIME PERMANENT JOB
Primary Duties and Responsibilities:
Executive Leadership, Planning, and Project Support
Travel/Expense Report Approvals:
· Bachelor's degree in business administration, management, communications, or a related field (or equivalent work experience)
Location: Great Falls, Montana (ONSITE)
Duration: FULL TIME PERMANENT JOB
Primary Duties and Responsibilities:
Executive Leadership, Planning, and Project Support
- Coordinate communication between the president external stakeholders and internal leaders, ensuring timely responses and follow-ups
- Attends meetings as scheduled/directed for note taking and responsible for follow-up needed post meeting
- Acts as a project manager of deliverables as assigned
- Understand the organization's goals and priorities to align tasks accordingly
- Prepare regular reports for the president on project status, key milestones, and performance metrics
- Liaise with internal and external executives on various projects and tasks
- Prepare materials for meetings, including agendas, presentations, and reports
- Assist in managing the president’s calendar, schedule appointments, and coordinate meetings
- Prepare reports, presentations, and other documents as needed
- Handle correspondence, emails, and phone calls on behalf of the president as requested (up to you if you would like this role to work in your email)
- Prioritize trust, integrity, and ethical conduct.
Travel/Expense Report Approvals:
- Coordinate and arrange travel itineraries for specific employees, including flights, accommodations, ground transportation, and other travel-related services
- Ensure compliance with the company's travel policies and procedures
- Monitor travel expenses and seek cost-effective options whenever possible
- Maintain accurate travel records and provide necessary documentation for reimbursement
- Review and validate expense reports submitted by employees for accuracy, policy compliance, and appropriate supporting documentation
- Approve or reject expense reports based on established guidelines
- Collaborate with employees to resolve any discrepancies or issues related to expense reports
- Communicate reimbursement processes and policies to employees
- Manage and maintain executives' and teams' calendars by scheduling meetings, appointments, and conference
- Coordinate with internal and external stakeholders to schedule and confirm appointments
- Perform duties to support meetings including coordinating conference room, ordering and setting up catering, and cleaning up after meetings
- Handle rescheduling and cancellations as necessary, ensuring minimal disruption to business operations
- Anticipate and proactively resolve scheduling conflicts or overlapping commitments
- Assist with the filing and organization of contracts and legal documents
- Assist with organizing document management systems, filing, and record-keeping activities; manage offsite storage of records
- Ensure contracts are accurately filed, updated, and easily accessible
- Collaborate with relevant departments to gather necessary documentation for contract filing
· Bachelor's degree in business administration, management, communications, or a related field (or equivalent work experience)
- Minimum 5+ years’ experience in an administrative role directly reporting to a senior executive or team
- Experience handling a wide rang
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