The Executive Assistant performs diverse administrative functions for the Executive(s) and may support the Management staff that report to this Executive(s). This position will provide support that is instrumental to success of leader. The incumbent composes communications; reviews, prioritizes, and responds to emails; creates reports and presentations; organizes and schedules appointments, and meetings; organizes travel; reviews strategic documents; takes notes at meetings and any other administrative tasks that help the executive perform their job.
Essential Functions and Duties
Maintain Executive(s) calendar and schedules meetings.
Handles sensitive information in a confidential and private manner as this position will have access to confidential information including communications from senior executives, compensation data, corporate strategy, pending or future contracts, specific employee details, and other sensitive company information.
Makes travel arrangements for the Executive(s) including flights, cars, hotels, meeting rooms, etc.
Coordinates conference calls and webinars
Organize meetings including setting date, notifying attendees, preparing meeting room, preparing agenda, and ordering food as needed.
Receive invoices, code them and provides them to the Executive for approval.
Compose letters and emails in an accurate, professional, timely manner.
Assist in special projects as assigned which may include basic research projects.
Schedule interviews and provide travel arrangements if necessary for candidates.
Maintain contracts in ConvergePoint. Coordinate with vendor and Executive to obtain signature for contracts.
Order gift cards for various departments when instructed.
Notetaking for various meetings
Provide notary services as needed.
Assist the receptionist with telephone duties as needed.
Assist in fielding and posting questions/comments for the Q&A section of Microsoft Teams Live Event Quarterly All Hands Meetings.
Support other Executive Assistants while on vacation, LOA, etc.
Continuously strive to improve processes, service quality to internal and external customers.
Adheres specifically to all company policies and procedures, Federal and State regulations and laws.
Display dedication to position responsibilities and achieve assigned goals and objectives.
Represent the Company in a professional manner and appearance at all times.
Understand and internalize the Company's purpose, display loyalty to the Company and its organizational values.
Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and respect the diversity of our work force in actions, words, and deeds.
Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation.
Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the company. Immediately report any concerns or violations.
Other duties as assigned.
Qualifications
Education, Knowledge, Skills and Experience
Required Education:
High school diploma or equivalent.
AA degree or relative college courses preferred.
Notary certification a plus.
Required Experience:
Minimum two (2) years of executive level administrative assistant work required.
Minimum ten (10) years of administrative assistant work required.
Superior administrative skills commensurate with years of experience.
Required Skills:
Must have strong organizational skills.
Must have a detail orientation and the proven ability to prioritize work.
Must have effective verbal and written communication skills.
Must have the ability to work with limited supervision and as part of a team
Sound decision-making abilities.
Advanced professional administrative procedures.
Required to interface with all employees and customers with tact, discretion and finesse.
Ability to prioritize multiple projects and complete on time.
Ability to exercise initiative in organizing and completing daily tasks.
Ability to solve moderately complex problems.
Excellent, on-time attendance.
Consistent accuracy in work product.
Intermediate Microsoft Word, Intermediate Power Point, Intermediate Excel required.
Type 60 wpm.
Physical Requirements
Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers. Must have the ability to view a computer screen for long periods and the ability to sit for extended periods. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled. The employee must be able to travel occasionally. The employee occasionally lifts up to 20 lbs. and occasionally kneels and bends. Working condition include normal office setting.
Mental Demands
Learning, thinking, concentration and the ability to work under pressure, particularly during busy times. Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service. Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations' situations. Must have the ability to exercise discretion as well as appropriate judgments when necessary. Must be proactive in finding solutions.
Direct Reports
No
EEO/AAP Statement
FFF Enterprises/ NuFactor is an equal opportunity employer to all and prohibits discrimination and harassment based on the following characteristics: race, color, caste, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic conditions), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran or military status, medical leave or other types of protected leave (requesting or approved for leave under the Family and Medical Leave Act or any state protected leaves), domestic violence victim status, political affiliation, reproductive health decision-making, and any other characteristic protected by state or federal anti-discrimination law covering employment. These categories are defined according to Government Code section 12920. The Company prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.