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Executive Admin Assistant

Summary
Under the direct supervision of the CEO this position provides support in areas such as calendar management, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Schedules and organizes complex activities such as meetings, travel, conferences and department activities for CEO
2. Performs desktop publishing. Creates and develops visual presentations for the CEO.
3. Establishes, develops, maintains and updates filing system for the CEO. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.
4. Organizes and prioritizes large volumes of information and calls.
5. Helps organize mail. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
6. Answers Company phone. Takes messages or fields/answers all routine and non-routine questions.
7. Acts as a liaison with other departments and outside agencies, including high-level staff such as presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary.
8. Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the CEO, which may include:
planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
9. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
10. Supports market data analyst in maintenance of the department finances. Activities include:
copying check requests and sending to accounts payable travel reimbursement, documenting corporate credit card expenses to corporate finance.
Competencies
1. Technical Capacity.
2. Highly organized
3. Personal Effectiveness/Credibility
4. Thoroughness
5. Collaboration Skills
6. Communication Proficiency
7. Flexibility
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Education and Experience
1. Bachelor's Degree preferred
2. Three years of related experience.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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