The Executive Administrative Assistant is responsible for providing advanced and confidential administrative support to the Chief Executive Officer.
This position uses broad and comprehensive knowledge of department operations, policies and procedures in performing a variety of routine and non-routine duties.
Additionally, this position requires the incumbent to make independent decisions regarding the planning, organizing and scheduling of work to a higher degree than other administrative positions.
JOB DUTIES/RESPONSIBILITIES: Plays a significant role in managing and planning the executive’s time by making appointments, travel arrangements and meeting arrangements that may require coordination between departments and outside parties, and frequently uses own judgment in managing schedules and ensuring time is used efficiently Assembles and analyzes information to prepare a variety of documents, including agendas, correspondence, memoranda, reports and presentations, and prepares materials from very rough drafts into final materials Organizes large meetings and events, including coordinating agendas, planning logistics, meeting equipment and more Answers telephones, handles inquiries and transfers calls to the appropriate party Answers mail and inquiries on own initiative, and follows up with other departments to ensure requests are carried out Manages routine administrative processes for the department, which may include ordering supplies, processing travel expenses, processing payments and researching charges to department budget Assists with non-routine duties as needed by executive level management Follows compliance of the Code of Conduct and all applicable Company policies and procedures Creates and administers various business reports Handles reporting such as expenses, travel, and recognition Processes paperwork (i.e., invoices) accurately and timely Handles sensitive and confidential Company and Executive level information (financial and personal) Acts as a self-starter, and identifies tasks and projects with minimal guidance and direction Performs other duties as assigned REQUIRED SKILLS: Advanced level proficiency with all Microsoft Office software, with knowledge of, or the ability to learn other systems 8-10 years of high-level administrative experience Ability to multitask in a fast-paced environment while remaining detail orientated Excellent customer service skills including greeting every customer in an acceptable time frame with a sense of urgency Superior communication skills, both verbal and written Ability to provide proficient telephone operations and phone etiquette Ability to communicate effectively with all levels of employees and Managers Ability to act as the representative of the executive in various situations, and to deal with others courteously and professionally, even in difficult situations Ability to balance many, and sometimes conflicting priorities, and to keep deadlines straight and manage workload as business needs American Freight is an equal opportunity employer.
We respect diversity and accordingly are an equal opportunity employer that does not discriminate on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex, gender, gender identity or expression (including transgender status), sexual orientation, marital status, veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws.
Our management is dedicated to ensuring the fulfillment of this policy with respect to hiring, placement, promotion, transfer, demotion, layoff, separation, recruitment, pay and other forms of compensation, access to facilities and programs, training and general treatment during employment.