Executive Secretaries and Executive Administrative Assistants - Hiring Fast

We are hiring an Executive Secretaries and Executive Administrative Assistants for one of our clients in Lake Buena Vista, FL.

Job Description:

• Answer telephones, respond to inquiries or refer caller to appropriate staff. Greet visitors; determine nature of business, and direct visitors to appropriate area.
• Manage department calendars. Schedule meetings, travel, and conferences as required. Maintain regular contact with other departments within the district to coordinate schedules and reserve meeting rooms.
• Prepare agendas and all related correspondence for the Department Senior Leader. Prepare reports, presentations, and other documents as requested by the Department Senior Leader.
• Take and prepare minutes for meetings.
• Coordinate department special events, catering and facilities as applicable.
• Prepare and process expense reports and departmental invoice processing.
• Assist with Departmental Budget preparation and the information-gathering process.
• Scan and index documents into the document management system(s). Maintain department paper and electronic filing systems. Maintain and enter data into systems.
• Receive, organize and compile incoming mail for all staff of the department. Open, sort and deliver mail to appropriate destination(s).
• Research vendors as requested. Coordinate and process equipment and supply orders and deliveries with designated vendors. Submit equipment and supply requirements through contracts work flow as required. Submit appropriate invoices for payment processing, receiving ordered items and documenting receipt as such.
• Monitor supply levels and requisition equipment and supplies as appropriate.
• Act as liaison with other District departments, customers, external contacts, and vendors as required.
• Perform or assist with any operations, as required to maintain workflow and to meet schedules and quality requirements.
• Use, update, and administer any department-specific software, hardware, and platforms as needed.
• Participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, and policies.
• Perform other related duties as assigned.

Skills required:

• Proficient in Microsoft Office software including Excel, Word, Outlook, PowerPoint, and other required software.
• Demonstrate knowledge and competency of office methods, procedures and practices.
• Excellent passive listening, oral and written communication skills.
• Demonstrate exceptional organizational skills.
• Demonstrate excellent customer service skills.
• Ability to manage multiple tasks and achieve deadlines under pressure.
• Knowledge of fundamental department concepts, practices, and procedures.
• Maintain a level of professionalism with respect for confidentiality and discretion.
• Maintain exceptional relationships with key internal and external parties through collaboration.

Education, and/or experience required:

• High School Diploma
• Three to five years of experience in a professional office environment, in a comparable position.

Work hours:

• Mon - Fri 8 AM to 5 PM
• CLP: 12-1

Additional information:

• Standard Background Check Required

About Us:

We are specialized in recruiting and deliver the best professional talent of industry and we are committed to deliver best experience for our clients and job seekers. With over two decades of experience in the recruitment industry, we proudly help you to find the next job that matches your professional skills. Our team understands your needs or requirement before starting the recruitment, that enables to find the high quality of talent with high success rate of talent delivery, keeps us continue to be the best in the industry. By responding to this job posting, you are consenting to receive text/SMS messages from us. Thank you.