POSITION SUMMARY:
Performs a broad range of administrative duties for a major executive as well as other levels in the organization which could include scheduling meetings, preparing agendas keeping minutes of meetings, preparing correspondence, maintaining files, receiving visitors, scheduling appointments, and making travel arrangements including complex international travel. Complex calendar management for President of the organization. May work on assignments and projects that are moderately complex in nature where judgment and analysis are required in resolving problems and making recommendations. Supervises office activities to achieve maximum expense control and productivity.
PRINCIPAL JOB DUTIES & RESPONSIBILITIES:
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Demonstrates a flexible and cheerful attitude and the ability to manage multiple priorities and shifting demands.
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Works within a highly confidential environment that requires the ability to use discretion at all times.
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Develops/improves policies and procedures for office activities.
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Assist with travel program oversight and hotel contracts.
- Works with IT and building maintenance for oversight of office equipment including maintenance and troubleshooting.
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Overall budget responsibility for all office related direct spending.
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Responsible for coordination of meeting rooms and group meetings.
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Provide executive administrative support to various members of the Executive Team
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Performs considerable coordination and follows through.
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Independently compose correspondence, reports, memorandums, and other written materials.
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Communicate effectively and articulately with all levels of the organization.
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A wide degree of creativity and foresight is expected.
REQUIRED SKILLS, KNOWLEDGE AND EXPERIENCE:
- Requires a high school diploma or its equivalent with at least 5 years of experience in the field.
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Ability to prioritize tasks and handle multiple tasks simultaneously.
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Requires effective oral and written communication skills with all levels of personnel.
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Ability to work efficiently and effectively on your own with little supervision.
COMPETENCIES:
- Forward Thinking – Anticipating the implications and consequences of situations and taking appropriate action to be prepared for possible contingencies.
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Analytical Thinking – Approaching a problem by using a logical, systematic, sequential approach.
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Thoroughness – Ensuring that one’s own and other’s work and information are complete and accurate; careful preparation for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled.
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Attention to Communication – Ensuring that information is passed on to others who should be kept informed.
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Interpersonal Awareness – Noticing, interpreting and anticipating others’ concerns and feelings, and communicating this awareness empathetically to others.
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Personal Credibility – Demonstrated concern that one be perceived as responsible, reliable and trustworthy.
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Written Comprehension — The ability to read and understand information and ideas presented in writing.
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Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
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Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
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Speech Recognition — The ability to identify and understand the speech of another person.
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Written Expression — The ability to communicate information and ideas in writing so others will understand.
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Near Vision — The ability to see details at close range (within a few feet of the observer).
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Speech Clarity — The ability to speak clearly so others can understand you.
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Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.
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Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
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Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
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Selective Attention — The ability to concentrate on a task over a period of time without being distracted.
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Lifting/ Carry Weight - Must occasionally lift and/or move up to 25 lbs.
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Attendance - Regular attendance is required.
- Overtime - Must be able to work overtime, as required.