Executive Administrator

Executive Administrator

We believe real value is powered by the unique skills and experiences of our professionals. The interchange of ideas from a diverse group of people gives our teams an expanded perspective and the ability to find better solutions for our clients.

Job Summary

Works under general direction of top management (Chief Executive Officer or Division President). To provide administrative support services and perform broad range of administrative functions based upon understanding of company policy, manager's views and philosophy. Deals with matters of the highest confidential nature that involve strategic operations, legal or financial issues, requiring utmost diplomacy and sensitivity. Duties and tasks are non-routine, requiring substantial and regular independent judgment. Possesses thorough knowledge of workgroup's policies and procedures, as well as in-depth understanding of company policies and processes. Frequently interacts with upper management within and outside their workgroup. Exchanges information with key external contacts, such as board members, financial stakeholders, and outside consultants.

Key Responsibilities

Organizes flow of administrative work through supervisor's office

Organizes and prioritizes activities for manager(s), including controlling access to manager's calendar

Maintains manager's or work group's calendar

Acts as manager's delegate in assigned areas

Screens and responds to telephone and email inquiries, as well as written correspondence, on behalf of manager

Plans and arranges meetings, travel, and events, and coordinates applying for international travel documents

Initiates or composes various documents including correspondence, reports and presentations requiring knowledge of manager's views, philosophy, and some understanding of technical matters

Researches, analyzes and summarizes information

Participates in developing, administering and communicating policies and procedures

Serves as a resource to others in the resolution of problems and issues

Refers the most complex issues to management

Contributes to the development of other department or company initiatives

Generates or distributes ad hoc reports using various business systems and databases

Generates simple to complex documents, such as letters, memos, spreadsheets and presentations

Creates expense reports

May coordinate completion of timesheets

Reviews and approves timesheets

May code, route, and track invoices

May review expense reports for compliance

May verify accuracy of invoices prior to approval

Performs other general clerical duties as needed

Acts in capacity of a "lead person"

Does not have management responsibility for the people to whom they provide work direction

Management Responsibilities

Acts in capacity of a "lead person." Does not have management responsibility for the people to whom they provide work direction.

Preferred Qualifications

10+ years relevant experience preferred

High School Diploma or equivalent preferred

Preferred Skills : Advanced MS Word skills. Advanced MS Excel and PowerPoint skills. Advanced MS Outlook skills. Spelling and grammar skills. Concentration and cognitive skills. Initiative. Interpersonal skills. Attention to detail and reading comprehension. Communication skills, including verbal and written skills. Ethics and values. Integrity and trust. Ability to make decisions. Ability to prioritize. Problem-solving ability. Expense Reporting Systems (Creating). Expense Reporting Policies and Procedures (Reviewing and approving). Time Reporting Policies and Procedures. Time Reporting Systems. PeopleSoft and Blueprint (Intermediate Users). Human Resource Information System (PeopleSoft and Blueprint Advanced and Reporting). Travel Systems. StafTrak. Telephony and Web conferencing. Electronic Repository Systems. Financial Information Systems

Minimum Qualifications

Advanced spreadsheet and word processing skills needed. All applicants must be able to complete pre-employment onboarding requirements (if selected) which may include any / all of the following : criminal / civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations.

Certifications

Work Environment / Physical Demands

Normal office environment. Extended periods of monitor viewing. Stooping, crouching, talking, grasping, hearing, keyboard input, turning pages, typing and writing. Ability to exert up to 10 pounds of force occasionally or a negligible amount of force frequently or constantly to lift, carry, push, pull, or move objects. Work involves sitting for extended periods of time.

Competencies

Customer focus