Executive Assistant

FLSA Status:  Exempt

POSITION SUMMARY:

Performs a wide variety of administrative tasks for company Executives and the Human Resources Department including but not limited to scheduling, reporting, and tracking information.  Coordinates a variety of meeting materials and preparation for the company including the Board of Directors. Manages executive calendars, filing systems, and ensures professional and timely processing of communications, reports, invoices, etc.  Coordinates and assists with company events and serves as a resource for company related information. 

ESSENTIAL DUTIES:

1. Ensures confidentiality of information for Executives and Human Resources, serves as point of contact for Executive Offices; responds to contacts for Executives (phones/emails, etc.); schedules meetings, coordinates complex meeting room calendars. 
2. Coordinates and prepares the Board of Directors meeting materials and minutes, along with other management level meetings. 
3. Develops and analyzes reports and spreadsheets, crafts professional correspondence including internal communications, and reconciles a variety of invoices and billings. 
4. Accurately maintains digital/physical filing systems.
5. Ensures contracts, licenses, and corporate records are accurately maintained; serves as point of contact for various company insurance lines/coverages, etc.
6. Coordinates and assists with a variety of company events, including operational functions. 
7. Provides information to company personnel, performs historical research, maintains accurate record retention schedule, and satisfies requests from various departments.
8. Provides support to the Human Resources Department with special projects as assigned. 
9. Performs tasks in a safe manner and protects themselves and others from known and expected hazards. All employees use personal protective equipment and follow all safety policies and procedures.

PHYSICAL REQUIREMENTS: 

Mainly sedentary; may require walking, climbing, stooping, standing for extended periods of time, reaching, lifting/exerting up to 20 lbs. of force

EDUCATION AND EXPERIENCE:

High school diploma, three years prior secretarial experience working at the executive level for a company president or CEO (preferred). Experience in a multi-tasking, fast-paced, and customer-oriented environment.

KNOWLEDGE, SKILLS AND ABILITIES:

1. Ability to identify and maintain confidential information with discretion and tact.
2. Proficiency in all applications of Microsoft software: Outlook, Word, Excel, and PowerPoint.
3. Creativity/graphic design experience for newsletters, presentations, etc.
4. Data base experience sufficient to access information 
5. Excellent self-initiative, organizational skills and attention to detail.
6. Excellent oral and written communication skills; including grammar. 
7. Knowledge of insurance and claims processing with appropriate broker/carrier. 
8. Excellent interpersonal skills and diplomacy to professionally represent the Executive Offices.
9. Maintains technical knowledge by attending educational workshops and reviewing publications.

Note: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. May perform other duties as assigned.