Executive Administrator
Location: Various
External Job Title: Executive Administrator
Department: Administration/Management
Hiring Manager Title: VP/Director/Business Unit Lead
Schedule: Full Time
Hours: Flexible
Salaray: Based on Experience; Competitive; Commensurate with Exp/Knowledge
Duties and Responsibilities:
Executive Administrator/Secretary to support executive management team. Requires high school diploma or equivalent, and two to four years of related experience.
Key part of a dynamic office at the forefront of technology management.
Duties include:
Administrator shall be required to handle the full range of office level administrative duties, serve as escort for visitors, preparing and initiating correspondence flow, maintaining calendars, and responding to and tracking taskers. It is essential that the Administrator shall have the ability to maintain discretion, courtesy, efficiency, and security in day-to-day professional relationships within the office and with all individuals in contact with the office.
The Administrator must be flexible and possess the ability to deal with shifting priorities and changes.
Support all required record keeping submissions into People-Soft for office personnel/career development actions appraisals, resumes, Employee Development Plans, scheduling of career counseling session, Employee Time and Attendance, travel, etc.
Based on knowledge of the supervisor views, prepare correspondence on own initiative regarding administrative matters and general office policies for supervisor's approval.
Anticipates and prepares materials needed by the supervisor for conference, correspondence, appointments, meeting, telephone calls, etc., and informs supervisor on matters to be considered.
Read publications, regulations and directives and takes action or refers those that are important to the supervisor and staff.
Prepares special one-time reports, summaries, or replies to inquires by selecting relevant information from a variety of sources, such as, reports, documents, and correspondence.
Advises secretaries in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc., shifts clerical staff to accommodate workload needs.
Compose correspondence requiring some understanding of technical matters.
Record commitments made by executive during meetings and arrange for staff's implementation.
Organize staff meetings, establish appointment priorities, and schedule or reschedule appointments or invitations.
Read outgoing correspondence for executive's approval and alerts writers to any conflict with the file or departure from policies or executive's viewpoints; gives advice to resolve the problems.
Summarize the content of incoming materials, specially gathered information or meetings to assist executive; coordinates the new information with background office sources; draws attention to important parts of conflicts.
In the executive's absence, insures that requests for action or information are relayed to the appropriate staff member; as needed, interprets request and helps implement action; makes sure that the information is furnished in a timely manner; decides whether executives should be notified of important or emergency matters.
Plan, direct, coordinate and review all administrative management activities for the organization.
These functions include training/travel budgets, suspense system, space planning, personnel management, record management and logistics support.
Develop guidance, procedures/and or policies relative to administrative management of an organization.
Provide the organization with effective, efficient and consistent administrative management activities as the centralized source of expertise, ultimately affecting the success of the mission.
Advise top management on the administrative management implications of changes to the varied functions of the organization.
Personal contacts are made regularly with management and administrative personnel within other offices.
For consideration, please APPLY ONLINE.