Sr. Executive Staff Assistant

Description

This role will administer with minimum guidance the activities of the Vice President of Capital Projects and Technical Services and other departmental staff with the highest level of accuracy. This individual will interact with a variety of individuals across all levels of the organization which may include the Board of Directors, Executive Team, Managers and others, as appropriate. This position will handle a high volume of confidential information. This individual will operate with latitude for independent judgment and initiative. They will also analyze office procedures/processes and develop/implement plans to improve efficiency.

Job Duties:

• Provides confidential administrative functions for the Vice President ensuring high level of accuracy.  Coordinates Vice President’s calendar; arranges appointments; screens and places calls; screens and prioritizes internal and external correspondence; and provides follow-up on inquiries. Arranges air travel, hotel and ground transportation logistics. Coordinates internal and external meetings as required.
• Provides administrative functions (expense reports, scheduling meetings, compiling reports etc.) for other associates in department.  
• Assists with creating, reviewing and processing Payment Request and Task Releases.
• Manages and maintains department SharePoint site.
• Develops requested spreadsheets and conducts research and data gathering, as necessary.  
• Assists the Vice President in tracking action items assigned by the COO or those self-imposed to ensure proper closure.
• Implements special projects as directed while working with other executive staff assistants to ensures that all administrative duties are performed in accordance with Corporate policies and procedures.

Required Qualifications:

Education: Associate Business Degree, Secretarial Degree or Certified Professional Secretary (CPS) rating

Experience: Six years of experience in administrative support to a Senior/Executive Management level position and a general knowledge of management.

Knowledge, Skills and Abilities: Ability to handle confidential information with discretion; strong people skills, strong written and verbal communication skills, strong organization and time management skills; ability to take and transcribe dictation; computer proficiency in SharePoint, MS Word, PowerPoint, and Excel. Must have good analytical skills for preparing reports, budgets and special projects; knowledge of other general office equipment; and strong knowledge of Corporate Policies and Procedures.

License, Certifications, and/or Registrations: Ability to handle confidential information with discretion; strong people skills, strong written and verbal communication skills, strong organization and time management skills; ability to take and transcribe dictation; computer proficiency in SharePoint, MS Word, PowerPoint, and Excel. Must have good analytical skills for preparing reports, budgets and special projects; knowledge of other general office equipment; and strong knowledge of Corporate Policies and Procedures.

Status: Full-time.

This institution is an equal opportunity provider and employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability.

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