Administrative Assistant

POSITION SUMMARY

This position is responsible for performing a variety of secretarial and administrative duties for the Senior level Executives. Works on confidential projects involving concentration, initiative and tact. Exercises discretion in all assignments.

JOB RESPONSIBLITIES

• Manage and maintain calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex meetings
• Primarily exercises discretion and independent judgment in daily activities.
• Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions.
• Prepare responses to correspondence containing routine inquiries under the

supervision of President.

• Reviews, summarizes and analyzes corporate records; compiles information and recommends actions, as may be necessary.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Maintains a high level of confidentiality.
• Provides support for the internal/external events organization, such as: room and technical/accommodation resources reservation, food services ordering and supply.
• Performs complex assignments and resolves issues and problems referred by staff or the supervisor.
• Trains and assists in the evaluation of performance of assigned personnel.
• Ensures completed work products meet required timelines and standards of quality and quantity.
• Resolves unique situations where each contact must be handled differently using judgment discretion.
• Performs other duties as assigned.
• Arranges personal executive agenda and appointments; maintains calendar. Provides domestic and international travel arrangements.
• Interacts with interface areas and externally with vendors, customers, government representatives, and others to obtain and provide the necessary information related to the job tasks or activities.
• Accompanies visitors internally and offers the required support.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES

Education:

• High School Diploma. B.A. degree in communications, marketing or business preferred

Experience:

• Over five years’ experience providing administrative support and secretarial services to executives.

Knowledge, Skills & Abilities:

• Significant Impact within job and their department based on their work responsibilities is at the highest level.
• Errors could adversely impact customer business, materials or equipment most significantly.
• Minimal supervision is provided.
• Role operates with considerable latitude.
• Frequently suggests solutions to problems that impact not only their own work and responsibilities but those of the entire departmental team.
• Portuguese or Spanish language skills a plus
• Requires attention to detail and excellent organizational skills.
• Discretion with confidential information.
• Professional verbal and written communication skills.
• Project a professional company image through in-person and phone communications.
• Time management.
• Strong customer service skills.
• Proficient computer skills in office (Word, Excel, Power Point, and Access), internet explorer.
• Has computer database knowledge and has experience with Act or similar type program.