Executive Assistant

Job Description

Job Description

Job Duties :

Provide administrative assistance to assigned Directors and their staff to proactively enhance effectiveness, scheduling meetings, arranging travel, completing expense reports, composing correspondence, handling confidential information with discretion, etc.

Anticipate, obtain, and prepare materials as required to keep executives prepared for all activities on schedule.

Arrange meetings, local and offsite.

Arrange for refreshments and food as required.

Coordinate and actively participate in staff meetings.

Prepare agenda and meeting minutes as required.

Arrange travel itineraries, both domestic and international.

Coordinate international travel with RA contacts and ensure passports, visas, etc. are up to date and correct.

Complete expense reports

Order office supplies and process invoices for supported organizations, ensuring accurate entry and tracking in SAP.

With limited direction, create documents, spreadsheets, and presentations using Microsoft software (Word, Excel, PowerPoint, etc.) and other company specific tools (SAP, Workday, Concur, etc.).

Establish and maintain strong, collaborative relationships with personnel throughout the organization as required to effectively execute job duties.

Make decisions and act on behalf of business leaders during their absence, using initiative and judgment to see those opportunities requiring attention satisfy customer (both internal / external) requests.

Assist with prioritizing emails and other requests on behalf of the business leader.

Proactively work with business leader to monitor progress / commitments relative to any outstanding actions.

Participate in workload leveling efforts with other administrative staff within the business group in support of other executives / staff as required including back up of other admin during vacation and or other absences.

Participate in coordination of company sponsored volunteer activities as required, including recruitment of employee volunteers.

Ensure compliance with company policies and procedures. Appropriately apply policies and procedures in compliance with government laws.

Minimum Qualifications :

High school diploma or equivalent; a business or marketing degree is a plus.

Minimum of 5 years of related experience.

Advanced use of Windows, Microsoft Office (Outlook, Word, Excel, and PowerPoint) is required.

Benefits :

Healthcare Insurance : Synectics offers eligible employees and their dependents healthcare coverage through BlueCross BlueShield of Illinois. Eligibility begins on the 1st day of the calendar month following 60 days of continuous full time employment with Synectics. Premiums are subsidized by Synectics.

Dental Insurance : Synectics offers eligible employees and their dependents a dental plan through MetLife. Eligibility begins on the 1st day of the calendar month following 60 days of continuous full time employment with Synectics.

Vision Insurance : Synectics offers eligible employees vision insurance through VSP. Eligibility begins on the 1st day of the calendar month following 60 days of continuous full time employment with Synectics.401(k) Plan : The Synectics Inc. Investment Savings Retirement Plan. Synectics offers all employees who are 21 years of age or older the opportunity to invest in the 401(k) Plan on the first enrollment date that is at least 30 days after employment begins. Enrollment dates are each January 1st, April 1st, July 1st, and October 1st.

Technical Certification Bonus : Synectics is pleased to award its employees a bonus of up to $500 for an approved professional certification. In determining the bonus amount, Synectics will consider the cost of the test(s) for any certification relating to your current position, achieved during your employment with us. Only one Certification Bonus per calendar year may be awarded per employee. Only current, active employees will be eligible to receive this bonus. It will be awarded 90 days after the Synectics office has received documentation confirming the successful completion of the certification.

Synectics is an equal opportunity employer.