Position Summary
This position is responsible for performing a variety of secretarial and administrative duties for the Senior level Executives. Works on confidential projects involving concentration, initiative and tact. Exercises discretion in all assignments.
JOB RESPONSIBLITIES
- Manage and maintain calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex meetings
- Primarily exercises discretion and independent judgment in daily activities.
- Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions.
- Prepare responses to correspondence containing routine inquiries under the
supervision of President.
- Reviews, summarizes and analyzes corporate records; compiles information and recommends actions, as may be necessary.
- Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
- Maintains a high level of confidentiality.
- Provides support for the internal/external events organization, such as: room and technical/accommodation resources reservation, food services ordering and supply.
- Performs complex assignments and resolves issues and problems referred by staff or the supervisor.
- Trains and assists in the evaluation of performance of assigned personnel.
- Ensures completed work products meet required timelines and standards of quality and quantity.
- Resolves unique situations where each contact must be handled differently using judgment discretion.
- Performs other duties as assigned.
- Arranges personal executive agenda and appointments; maintains calendar. Provides domestic and international travel arrangements.
- Interacts with interface areas and externally with vendors, customers, government representatives, and others to obtain and provide the necessary information related to the job tasks or activities.
- Accompanies visitors internally and offers the required support.
Education
ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES
- High School Diploma. B.A. degree in communications, marketing or business preferred
Experience
- Over five years’ experience providing administrative support and secretarial services to executives.
Knowledge, Skills & Abilities
- Significant Impact within job and their department based on their work responsibilities is at the highest level.
- Errors could adversely impact customer business, materials or equipment most significantly.
- Minimal supervision is provided.
- Role operates with considerable latitude.
- Frequently suggests solutions to problems that impact not only their own work and responsibilities but those of the entire departmental team.
- Portuguese or Spanish language skills a plus
- Requires attention to detail and excellent organizational skills.
- Discretion with confidential information.
- Professional verbal and written communication skills.
- Project a professional company image through in-person and phone communications.
- Time management.
- Strong customer service skills.
- Proficient computer skills in office (Word, Excel, Power Point, and Access), internet explorer.
- Has computer database knowledge and has experience with Act or similar type program.