Responsible for providing administrative support to a Vice Presdient and performing general administrative duties for management team.
Essential Duties and Responsibilities:
Provides administrative support to Vice President by opening, reading, and sorting email to determine disposition (e.g., provides requested information, routes to appropriate staff member for action, refers to executive, etc.).
Provides telephone support to team members by screening and/or returning phone calls and determining disposition (e.g., provides marketing information to cold-callers, explains administrative procedures to data center personnel, schedules appointments, routes calls to a technical staff member, etc.). Maintains VP’s calendar by scheduling appointments, intervening to remind of upcoming engagements, and
rescheduling as necessary. Prepares VP for meetings/appointments by accessing related information from files and reports and soliciting information from team members. Assists in organizing meetings with clients, prospective clients, divisional managers, etc. by making travel arrangements, reserving rooms, creating agenda, scheduling presenters, ordering refreshments, etc. May take minutes at meetings.
Types contracts, renewals, proposals and other documents as needed. Edits material for grammar, punctuation, clarity, and sentence structure. Distributes material to appropriate parties (e.g., executives, clients, attorneys, etc.) and revises as directed.
Composes memos and correspondence from brief verbal instructions. Prepares reports and/or graphics by selecting relevant information from files, other reports, correspondences, data center personnel support staff, etc. Maintains files on correspondence, clients, reports, and other records by inserting new documents and disposing of outdated material. Codes items or amounts for invoices, billings, expense statements, JVs, check requests, etc. Monitors cost center general ledger accounts and resolves exceptions by reviewing source documents (e.g., checks, invoices, JVs, etc.) and making necessary adjustments (i.e., debits and credits).
Monitors office supply inventory and reorders as necessary. May assist in the selection of other clerical personnel. Performs other related duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
Complexity of Work:
Moderately routine; general policies applied. Some decision-making.
High school diploma or GED required. Associate degree in business or secretarial science preferred.
4-7 years administrative experience with 1 year in executive support; or equivalent
combination of education and experience.
Knowledge, Skills and Abilities:
Extensive knowledge of office equipment required by the position (e.g., personal computer, etc.)
Extensive knowledge of methods and techniques to perform general clerical accounting and various personal computer software packages required by the position (e.g., microsoft office, access, etc.)
Ability to type, maintain confidentiality, communicate information to others, maintain accurate records, to adapt and interpret policies, guidelines, precedents or practices to new or changing situations
Ability to communicate effectively verbally and in writing
Ability to establish and maintain effective working relationships with executives, employees, clients and public
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, use hands to handle or feel objects, tools or controls, frequently talk or hear, reach with hands and arms and occasionally required to stand, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include: close vision.