Please have Executive Assistant experience and be within the range of 36 an hour. Thanks
Position Summary
Provide administrative, secretarial and clerical assistance to the President & CEO and Senior Management of company. Provide Office Management functions for Corporate Office. Frequently handle information of a confidential nature.
Essential Duties and Responsibilities
Executive Assistant to the President & CEO Responsibilities:
Answer/screen phone calls, take messages, retrieve voicemail for President & CEO.
Schedule internal/external meetings for President & CEO using Outlook.
Prepare and edit correspondence for President & CEO and Senior Management.
Provide support to the VP, Business Development and the Proposal Manager by editing proposal material, finalizing proposals by combining appropriate boiler plate files with content specific to each deliverable, proofing final draft for formatting and consistency and producing final copies in both hard and electronic formats.
Process emails from company website, either responding to emails or forwarding to proper person and/or department for response.
Process weekly departmental reports for President & CEO.
Prepare and maintain Business Development files for company.
Research and prepare weekly parking related Press Clips for company.
Manage annual Courtesy Card/Holiday Card program for associates of Colonial.
Process bi-weekly time cards for President & CEO.
Office Manager Responsibilities :
Serve as point of contact for Corporate Office for building Property Management and various vendors that serve the headquarters' unit.
Manage communication with Property Management regarding building announcements, scheduling repairs, and coordinating response efforts related to emergencies and natural disasters.
Manage Contract Cleaning vendor for Corporate Office services.
Manage vending machine contracts.
Manage and order office supplies and business cards for Corporate Office from Staples.
Code and process for payment all invoices for supplies ordered from Staples and vendor invoices.
Manage, order and maintain inventory of print products for Corporate Office.
Process FEDEX shipments for Corporate Office.
Manage Corporate Office luncheons/meetings.
Manage Corporate Office Special events/parties.
Responsible at all times for reviewing, understanding and acknowledging in writing when requested, the company provided policies and procedures that directly support completing my required work duties.
Executive Team Support :
Provide secretarial, administrative and clerical support to Executive Vice President and Chief Operating Officer, Executive Vice President and Chief Financial Officer and Vice President of Business and Client Development (e.g., research topics, assist in the maintenance of data sources and records, schedule meetings, proof and edit documents, etc.).
Non-Essential Duties and Responsibilities
Manage and schedule monthly President & CEO/Manager Huddle Calls.
Manage and process charitable contributions for company.
Process subscriptions and association membership invoices for payment.
Print large documents (e.g., P&L) for President & CEO.
Make travel arrangements, as needed.
Perform other duties as assigned or when necessary.
Minimum Job Qualifications
5 years secretarial/administrative experience including providing administrative support to executive teams.
Proven ability to respond to and manage multiple and changing hard deadlines as determined by executive team.
Demonstrated ability to work with little direct supervision.
Excellent word processing, organization, communications and general computer skills required.
Established experience in Microsoft Office Products, including Word, Excel, Power Point and Outlook.
Excellent oral and written communications and comprehension skills are required.
Qualifications Desired
Experience with office management desired, but not required.
Performance Standards
This position will receive an annual performance review from the direct supervisor to discuss actual performance as compared to company stated expectations and agreed upon job related performance goals.
Physical Demands and Working Conditions
The physical demands of this position and the work environment characteristics described below are representative of those that must be met, with or without reasonable accommodations, by an employee to perform the essential functions of this position. Reasonable accommodations will be made to enable individuals with disabilities to perform these essential job functions.
Physical Demands: As part of performing the duties associated with this position, the employee will be required for a period of time to stand, walk, sit, handle tools or controls, reach with hands or arms, talk and hear.
Work Environment: While performing the duties of this position, the employee may be subjected to weather conditions prevalent at the time. The noise level in this work environment can range from minimal to moderate.
Internal Contacts
Daily internal contact with President/CEO, Senior Management and Corporate staff.
External Contacts
External contacts with Clients and Customers, potential new customers, vendors, building property manager, as well as contact with Board of Directors/Staffs of Community Organizations the President/CEO supports.
