Provide skilled, efficient clerical and administrative support to Senior Management (AVP and above).  Routinely handle confidential and sensitive information, correspondence and reports.  Compose correspondence and reports requiring independent judgment.  Receive visitors, answer telephone calls and schedule business appointment on a regular basis.  Responsible for maintaining schedules for Senior Management.  May assist with department activities such as conference calls, staff meetings, project calendars, etc.  May also plan and coordinate all aspects of both on-site and off-site meetings.

 

Day to day, you'll...

Answer, screen, and direct customer, vendor and/or field personnel inquiries received by mail, phone, or in person.  Resolve routine to complex situations identifying sensitive matters and notifying appropriate officer, as necessary. Provide administrative support to Executives and their reporting managers including, but not limited to preparing correspondence, photocopying, faxing, preparation and distribution of documents and other materials, filing, sorting Executive’s mail, ensuring the printer is operational and requesting maintenance when needed, etc.Contact key individuals inside and outside the Company to obtain or relay (either verbally or through written communication as appropriate) important information on a variety of issues.Prepare, proofread, verify and assemble information for reports and compose correspondence to include PowerPoint slides, handouts and presentation materials for various meetings/conferencesMaintain confidential/sensitive files.Coordinate meetings including scheduling, booking rooms, ordering food if required and setting-up the room.Assist in the preparation of materials for meetings including obtaining information from various sources, compiling an agenda, assembling meeting documentation, recording meeting minutes and following-up on action items after the meeting.Coordinate travel arrangements, hotel reservations, meals, and various other aspects for travel.Act as primary backup for department, performing various clerical duties and cross training on an ongoing basis.Prepare expense reports for Executives including compiling and maintaining supporting documents.Coordinate on-boarding and off-boarding of employees including seating, access and credit card if applicable.