Executive Administrative Assistant - Military veterans preferred

Job Type:
Cost of Services Sold
Job Posting Title:
Executive Administrative Assistant
Job Description Summary:
The Executive Administrative Assistant is responsible for supporting high-level executives and management or entire departments. Provide administrative support and perform numerous duties, including scheduling, writing correspondence, emailing, handling visitors and answering questions and requests.
Job Description:
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:
Provide administrative and clerical support to departments or individuals.
Schedule meetings and arrange conference rooms. Alert managers about cancelations or new meetings.
Handle and respond to information requests.
Prepare and mail correspondence and/or packages. Pickup mail from mailroom as necessary. Arrange for outgoing mail and packages to be sent.
Prepare statistical reports. Conduct research; prepare reports, spreadsheets, and presentations as assigned. Handle and prepare confidential and sensitive documents, ensuring that they stay secure.
Prepare update and maintain distribution lists.
Coordinate office management activities. Assist with scheduling, planning, and setting up new employee equipment and/or departmental moves.
Determine matters of top priority and handle accordingly.
Prepare and send out agendas for meetings.
Gather, take, and transcribe information. Attend meetings and keep minutes.
Help prepare and/or track budgets. Prepare purchase orders, track and pay invoices.
Plan events and volunteer activities. Order supplies including new employee swag, special gifts, and other items for the team and employees. Coordinates the mailing and distribution of items to appropriate locations by the required deadlines.
Coordinate travel arrangements; prepare itineraries; prepare, compile and maintain travel vouchers and records.
Operate office equipment, such as photocopy machine and scanner. Make copies and distribute as necessary. Maintain distribution lists for all groups of employees.
Coordinate committees and task forces.
Relay directives, instructions and assignment to executives.
Receive and/or relay messages as needed.
Schedule client conference calls, video conference sessions and meetings in conference room
Prioritize daily administrative tasks to ensure that projects are completed on time
Sign for UPS/Fed Ex/Airborne packages.
Other duties as needed
OTHER ESSENTIAL FUNCTIONS / DUTIES:
Proven experience as an Executive Secretary or similar role.
Perform assigned tasks in a safe, effective, and efficient manner.
Proficiency in MS Office applications.
Excellent organizational and time-management skills.
Demonstrates solid written and verbal communication skills.
Integrity and confidentiality.
Ability to work in a fast paced and demanding environment.
Proven ability to take on a variety of different tasks without becoming overwhelmed
Professional and friendly disposition
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
QUALIFICATIONS:
AA degree in Business Administration, related field, or equivalent work experience. 5+ years of related work experience. Demonstrated proficiency in creating and working with documents in Microsoft Word, Excel, PowerPoint.
C&W Services is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, sexual orientation, gender identity, protected veteran status or any other characteristic protected by law.