Description
The executive assistant provides moderate to advanced support to company executives by handling information requests and performing clerical functions such as preparing correspondence, receiving visitors and phone calls, arranging conference calls and managing calendars for one or more executives as assigned. Uses judgment and initiative to determine the action necessary to manage both routine and unusual situations.
Essential job functions include: Greeting internal and external customers; handling general inquiries; referring more complex inquiries to appropriate departments or individuals. Organizing executive's calendars and prioritizing requests as needed. Scheduling and coordinating meetings, appointments and other activities. Contacts individuals to communicate schedule changes. Assisting in compiling meeting agendas and speeches, etc. Compiling and analyzing basic information for inclusion in reports or presentation materials, at the direction of executive. Helps to prepare charts, graphs, tables, as necessary. Uses discretion in answering and screening telephone calls and emails as appropriate. Receives and assigns incoming mail to appropriate individuals. Retrieves files and materials needed to address action items in mail/emails. Maintains records, confidential files, and hold/diary system. Does follow-up work as needed. May requisition, distribute and maintain supplies. Prepares expense reports and handles payments for expense items. May back up other Executive Assistants as needed.