Executive Administrative Assistant - PlayCore

Provide administrative management and support to Group President, Manages effective scheduling and travel arrangements for Group President, o...

Essential Duties and Responsibilities

Research data from published and on-line sources that can be shaped into proposals, reports, and other supportive materials.

Generate analyses and create proposals, reports, and other supportive materials.

Prepare key documents and presentations for a variety of audiences.

Maintain effective documentation systems for corporate contracts, initiatives, and certifications.

Manage AFP, budgetary, expense, invoice, etc. processes for the Business Unit.

Manage administrative needs of departmental events.

Maintain confidential/sensitive information.

Manage schedule and travel arrangements for Group President, team members, consultants, and professional affiliations as indicated.

Provide meeting support through preparation of materials, maintenance of participant lists, agendas, minutes, food, lodging, follow-up, etc.

Generate analyses and create proposals, reports, and other supportive materials.

Prepare key documents (including strategic plans), presentations, and correspondence for a variety of audiences.

Prepare outbound communications and correspondence on behalf of the Group President and departmental initiatives (letters, newsletters, holiday cards, etc.).

Manage departmental consultants (logistics, contracts, travel, scheduling, tracking, payment, etc.).

Manage departmental contracts and maintain effective documentation systems for corporate contracts.

Support departmental legal needs and maintain effective tracking and documentation (trademarks, service marks, copyright, etc.).

Manage and support ongoing departmental reports including 100 day plans, monthly departmental overview reports, board reports, annual outcomes report, etc.

Manage AFE and budgetary processes for the Business Unit.

Manage timely expense reports and invoices/payments for the department.

Manage special events (senior manager training event, business lunches, dinners, webinars, sales meetings, team 1 retreats, etc.).

Support trade shows through calendar coordination, travel, shipping, ordering, management of trade show leads (compile, document, disseminate, follow-up, etc.).

Manage departmental supplies, mail, copier services, shirts, gifts/cards/flowers, reference books/materials, etc. and manage departmental shipping needs.

Manage inventory of departmental program/collateral/resource materials in an efficient organization system for effective tracking and timely replenishment from document control. Update materials as indicated.

Provide back-up support for front desk/receptionist and office manager as indicated.

Manage/Support departmental interns as indicated.

Assume additional responsibilities as assigned by the Group President.

Handle email and postal mail inquiries and respond appropriately.

Handle reasonable personal errands & tasks for the Group President & other direct reports.

Assume additional responsibilities as assigned by the Group President.

Competencies

Analytical Decision-Making

Communication

Learning & Development

Planning & Organizing

Professionalism & Integrity

Risk-Taking/Creative Thinking

Teamwork & Relationship-Building

Results Orientation

Education and/or Experience

Minimum of 5 years executive administrative assistance experience required.

Ability to lift and transfer supplies and materials required.

Experience working with sales and marketing and/or new business development preferred.

Travel

Less than 25%

Computer Skills

Demonstrated proficiency with MS Excel, Word, PowerPoint and Access.

Other Requirements

Minimum of 5 years executive administrative assistance experience required.

Ability to lift and transfer supplies and materials required.

Experience working with sales and marketing and/or new business development preferred.

Other Skills

Self-directed – takes initiative and anticipates needs

High energy / Bias towards action / Learner

Excellent verbal & written communication skills

Ability to generate and edit documents and materials for accuracy

Demonstrated ability to represent the company in a professional manner

Excellent interpersonal skills with proven ability to collaborate and function as an effective team member

Ability to generate effective correspondence and presentations for a variety of audiences

Excellent computer skills (Excel, Word, PowerPoint, Microsoft Outlook, etc.)

Excellent documentation and analysis skills with attention to detail

Ability to manage multiple tasks and conflicting deadlines in a timely manner

Ability to collaborate effectively with a variety of internal and external stakeholders

Demonstrate flexibility in the face of change

Resourceful, strategic problem-solving ability

Display proficiency using standard office equipment such as a computer, fax, Photocopier, Scanner, Etc.

Organization, time management & prioritization skills to complete a high volume of varied responsibilities in a fast-paced setting