Executive Assistant/Administrative Supervisor

Position Overview

Executive Administrative support to selected senior management members. Supervise administrative assistants as directed and divide responsibilities to ensure performance standards are met.

Essential Job Functions

• Executive assisting duties for selected senior management including scheduling, credit card reconciliation, drafting correspondence and other high level executive assistant duties.
• Policy Development – ensure all company policies are in correct format, signed and communicated as directed.
• Manage agendas/travel arrangements/appointments etc. for selected individuals.
• Vendor management - own communication and coordination with 3rd party vendors that are supporting the office (i.e. Cleaners, lunch delivery, supplies, etc.).
• Event planning - coordinate onsite and offsite meetings, special events as requested.
• Track stocks of office supplies and place orders when necessary
• Submit timely reports and prepare presentations/proposals as assigned
• Front desk /reception duties as needed for breaks/lunches.
• Conduct research, collect and analyze data to prepare reports and documents
• Review operating practices and implement improvements where necessary
• Monitor, screen, respond to and distribute incoming communications
• Liaise with internal staff at all levels

The ideal candidate will:

• Be hard working, a self-starter, enthusiastic and flexible.  Stay calm under pressure and help navigate stressful situations.
• Excel at problem solving: be able to deconstruct issues carefully and take decisive action when needed.
• Be adept at multitasking, providing administrative support to several teams and individuals.
• Possess strong written and verbal communication skills: is clear, concise, and able to identify core concepts of internal and external communications.
• Demonstrate excellent time management skills with a mind for prioritization.
• Identify and address issues before they arise.
• Be entrepreneurial and take initiative – constantly be on the lookout for ways to improve both the office space and employee experience.
• Be customer focused with goal of exceeding expectations.

Skills

• Proficiency in MS Word, MS Excel and MS Outlook
• Knowledge of operating standard office equipment
• Excellent communication skills – written and verbal
• Ability to prioritize projects and strong problem solving skills
• Good research skills and attention to detail

Key Competencies

• Project Management skills
• Organizational and planning skills
• Excellent writing  and communication skills
• Problem analysis and problem solving skills
• Judgment and decision-making ability
• Confidentiality
• Team member
• Attention to detail and accuracy
• Adaptability

Qualifications:

• High School diploma or equivalent required.
• Associate or Bachelor’s degree preferred in business administration
•  7+ years of hands on administrative support experience – 3 year supporting senior management.
• Office management and supervisory skills.