Executive Assistant - Gateway Recruiting, INC.

The Job Opportunity:

The Executive Assistant will provide executive-level administrative support to a Senior Vice President. This individual may also provide back up support to higher-level management as needed.

The Job Responsibilities:

• Responsibilities include all administrative functions of the department:
  • Answering phones
  • Calendar management
  • Scheduling travel
  • Managing correspondence and scheduling couriers
  • Processing expense reports
  • Meeting/event planning
  • Creating or modifying business documents
  • Preparing presentations from source materials
  • Handling teleconference and BlackBerry setups
  • Acting as a liaison for remote access issues
• May include some support for tracking budget expenditures.
• Adheres to executive processes and guidelines.
• Creates board books as requested.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
• Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Orders business cards and stationery.
• Uses advanced software skills to perform work assigned.
• Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding.
• May train/coordinate work for new administrative assistants.
• Follows executive onboarding procedures.
• Interacts with high-level executives every day.
• Advanced knowledge and understanding of business processes and requirements.
• Consistently handles confidential or business-sensitive information.
• Data is typically organizational or multi-dimensional.
• Maintains and manages executive calendar.
• Manages domestic and international travel plans using executive guidelines.
• Proactively identifies and resolves scheduling conflicts.
• The primary point of contact for the manager’s schedule.

Required Qualifications:

• High School Diploma or GED
• Minimum of 7 years previous admin experience or equivalent.

Preferred Qualifications:

• Associate's Degree in Secretarial Sciences
• Ability to operate independently and work on own initiative.
• Advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook. - Proficient in all applications.

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