The ideal candidate will provide top-level assistance for high level executive.
They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive’s behalf and personally interacting with clients.
Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations, various administrative tasks and serving as a link between the Executive and the rest of the staff.
Responsibilities
Receive telephone calls and visitors for Executive; ascertaining nature of business and handling those requesting routine information, appointments and tasks or directing to appropriate staff as needed.
Coordinate and maintain Executive’s daily schedule.
Prepare routine correspondence, either in letter or electronic mail format Review incoming mail and routing, responding or filing as appropriate.
Prepare start paperwork for client projects.
Monitor client credit reports and deal with fraud or identity theft, if needed.
Respond to client requests for information and assist as needed (birth certificates, marriage licenses, vital records, etc.) Arrange for client signatures and notarization on sensitive documents.
Maintain “Pending System”, consisting of crucial client project deadlines and important dates using thorough documentation and/or notes.
Photocopying and scanning documents Obtaining information from and saving data to the computer network Accurately maintaining important files, records and database Assisting Executive and other department personnel as necessary
Qualifications
5-10 years’ experience managing high-level Executives and/or Top Tier Directors.
Bachelor’s degree or equivalent experience Excellent oral and written communication skills.
Proficient in use of Microsoft Word, Excel, Outlook and Access software Ability to deal with clients and public in an effective and courteous manner while observing Company’s confidentiality guidelines.
Expertise with standard electronic office machines (computers, phones, copiers, scanners, fax machine) Ability to work independently on complex and confidential tasks, compose effective and accurate correspondence and deal with non-routine tasks without direct supervision.
Current Notary Public or willing to become a Notary Public.