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Executive Assistant

Executive Assistant

Brand/Group 
Corporate Strategy
Job Locations 
US-MI-Rockford
Job Function 
Administration
Min. Exp.(Yrs) 
3
Type 
Full Time

More information about this job

Overview

GENERAL FUNCTION

Works directly with executive and other staff and will be responsible for performing a number of administrative duties which may require independent review, summation, calculation and analysis of information.

Responsibilities

PRIMARY DUTIES
1. Manages travel arrangements, including arranging appropriate flights, visas, hotels, ground transportation and meeting agendas for extensive and complex international travel
2. Reconcile and expense corporate credit card accounts and travel expenses according to corporate travel policy and in timely manner; troubleshoot any reimbursement issues
3. Manages calendars, coordinates schedules, makes appointments, arranges meetings and events, prepares agendas, reserves and prepares facilities
4. Creation, production and distribution of ad hoc reports, documents and presentations
5. Composes and types correspondence from rough drafts, making changes in grammar, punctuation or spelling as needed, organizes and maintains confidential file system files correspondence and other records. Makes binders and other printed material packets.
6. Sorts and distributes incoming mail as well as preparing outgoing mail and packages, prepares customs documents 
7. Exercises initiative, independent judgment and discretion in screening calls, greets and escorts visitors, and corresponds to written and oral requests for information
8. Coordinates on boarding of new employees, including electronics, office set up, business cards, and schedules introductory meetings
9. Coordinate other group needs: printing and binding for Group presentations, ordering office and printing supplies, meeting room support, etc
10. Communicates with high-level personnel within and outside the organization, both domestically and internationally
11. Assists executive with board meetings and other functions with outside organizations
12. Greets internal and external customers answering questions of a complex nature
13. Performs duties consistent with the company’s AAP/EEO goals and policies
14. Performs other duties as required/assigned by manager
 

Qualifications

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

  1. Education: Bachelor’s degree desired or equivalent experience
  2. 3+ years’ secretarial/clerical experience or equivalent skills and abilities
  3. Excellent sense of discretion and confidentially with highly sensitive information
  4. Strong project management skills and event planning experience desired
  5. Advanced proficiency in Microsoft Office applications: Outlook, PowerPoint, Excel, Word
  6. Familiarity with video conferencing or ability to adapt and learn quickly
  7. Strong influence skills
  8. Exceptional organizational and communication skills–able to communicate effectively with a variety of audiences, including Board members, executives, and partners
  9. Proven ability to manage multiple priorities with excellent follow-through to meet deadlines in a fast-paced environment
  10. Self-driven, strong work ethic and ability to work independently with little or no supervision
  11. Demonstrated ability to prioritize multiple tasks and projects
  12. Good oral and written communication skills
  13. Ability to perform job functions in a competent, professional and customer-oriented confidential manner
  • International and domestic travel experience preferred
  • Energetic, passionate, team-oriented and ability to work with various personalities, styles, and cultures