Executive Assistant Jobs

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The Executive Assistant is a specialist level support professional providing administrative support to multiple designated Vice Presidents and Directors requiring independent judgment and proficient skill level and knowledge of administrative processes. Serves as intermediary and communicating on Vice President or Director’s behalf with all members of executive management, directors and staff, as well as managing all details related to designated office(s).

Key Responsibilities

• Transcribes meeting minutes and writes them up subsequently.
• Provides support and coordination of administrative matters to ensure the professionals they assist have all of the resources they need.
• Functions as a liaison between the department and safety to ensure they are on target for safety meeting goals, employees are into the training system and employees are completing safety modules.
• Has some discretion to vary from established procedures.
• Scope of work is defined and completed with moderate autonomy.
• Initiate communication with vice-presidents or directors or staff within the organization to gain more understanding of the desired path forward.
• Review and processes incoming invoices accurately and timely for proper approval. Assist in the preparations of requisitions, purchase orders, expense reports etc.
• Schedules meetings, conferences, webinars and handles related details in coordinating.
• Provides support to vice-presidents or directors, may provide technical guidance (e.g., using software application) to an Assistant.
• Completes work within standardized procedures and practices to achieve objectives and meet deadlines, has limited discretion to vary from established procedures.
• Screens incoming emails, calls & visitors, working to control the flow of information to the executives.
• Handles highly confidential matters related to all aspects of the executive's corporate responsibilities.
• Assists in preparing reports, presentations and other documents.
• Works with minimal supervision and is able to alternate working styles in accordance with supporting different vice-presidents or directors.
• Assignments require some problem resolution using previous experience and defined procedures and practices.
• Champion a corporate culture that emphasizes transparency, integrity, safety, environmental responsibility, employee development, diversity and inclusion, customer service, and operational excellence.
• Proactively identifies problems and all relevant issues in straightforward situations, assesses each using standard procedures and makes sound decisions on behalf of the supported executives.
• Provides support to staff within the organization including ordering office supplies, coordinating IT/hardware requests and reserving conference rooms for meetings.
• Coordinates communications to the executive’s organizations on their behalf on important matters of safety, deadlines and specialized projects.
• Works within established procedures with a minimal degree of supervision.
• Coordinates travel arrangements & itineraries for executives.
• Receives instruction, guidance, and directions from manager or senior staff.

Qualifications

Required Education, Skills & Experience

• Thrive on working in a team and supporting others to achieve goals/targets
• Ability to prioritize effectively, be proactive, multi-task and work efficiently, and exercise independent thinking and problem resolution skills
• Ability to set expectations with leaders and others
• Strong proficiency and knowledge in the use of office systems, mobile devices and other office technology including MS Office and stays abreast of changing technologies
• Willing to learn new things; through training or from co-workers
• Detailed-oriented and high work standards in support of seamless execution
• Must be able to maintain confidentiality
• High School diploma or equivalent
• Must present oneself in a professional manner in appearance and interpersonal skills
• Ability to work specified office hours and willingness to work some overtime
• Ability to perform designated tasks without extensive explanation of context of the tasks and with minimal supervision
• Ability to work in a fast paced office environment
• 3+ years of related experience
• Ability to learn internal organization structures acquiring good knowledge of the business and general understanding of different departments

Key Competencies

BEHAVIORAL

• Communicates effectively
• Drives Results
• Nimble learning
• Safety
• Balances stakeholders
• Plans and Aligns
• Drives Vision and Purpose
• Courage
• Strategic mindset
• Ensures Accountability
• Demonstrates self-awareness
• Business insight
• Builds effective teams
• Instills trust

TECHNICAL

• Compliance
• Analytical skills
• Costing and budgeting
• Office Systems