Assistant, Sr. Exec Admin

At Evident, we deliver optical technology that pushes the limits of scientific discovery. Through advanced microscopy solutions, we help researchers and innovators illuminate the unseen. Evident supplies advanced solutions that help make the world safer and healthier. Committed to developing new technologies and delivering world-class customer service, our responsibility goes beyond manufacturing products - we are pioneers. For more information : https://www.evidentscientific.com/en/

The Senior Executive Assistant will support members of the C suite for Evident Scientific MIS, Inc. This person performs a variety of administrative duties to ensure that the Office of the Executives operate efficiently. They are responsible for properly administering various activities, policies, and programs so that the Executive Team focuses on business concerns and issues. This person coordinates and administers Corporate Office schedules, activities, policies, and programs, composes routine and confidential business correspondence, screens incoming correspondence and emails, enters and tracks budgetary expenses, assists in travel arrangements with agency, organizes and schedules meetings, and other administrative activities in support of the executive team. The successful candidate should also be willing to work beyond typical office hours to respond to issues (example: when an overseas trip requires attention).

Key Responsibilities

• Utilize exceptional judgement and discretion on a variety of confidential business matters
• Proficient in various computer software programs e.g., MS Office Suite to record and analyze information.
• Maintains records and logs communicating with various internal and external resources and notifying executives of any problems that may arise.
• Provide administrative assistance to other departments as requested by leadership.
• Collect information and updating contacts.
• Coordinating and distributing key business documents to team members as needed
• Responds to and screens incoming correspondence.
• Direct requests to appropriate personnel or provides information to complete the request.
• Takes and relays messages.
• Generates routine and confidential letters reports and memoranda from rough draft or written notes ensuring accurate grammar spelling and business formats.
• Composes business correspondence. Sends original and copies of correspondence to designated addressees. Maintains correspondence files.
• Makes travel arrangements for corporate executives and visitors to Evident, which involves working directly with service providers to arrange transportation and lodging. Prepares and distributes travel itineraries.
• Arranges dining at approved venues. Reviews and logs travel and entertainment forms.
• Processes expense reports & audits charges / payments.
• Organizes and schedules on site or off-site meetings. Ensures that facilities are adequate.
• Maintains a calendar of itineraries and schedules and coordinates business meetings and conference calls.
• Provides periodic updates of current and forthcoming deadlines.
• Ensures billing charges are appropriate for invoices assigns general ledger accounting code processes purchase requisitions for invoices and submits bills for signature for payment in a timely manner.
• Organizes and maintains files of records. Maintains all appropriate forms and files material as required. Recovers information from files upon request.
• Participate actively in the development and implementation of a continuous improvement culture.

Qualifications

Education and Relevant Experience

• BS/BA degree preferred
• Prior experience supporting C-Level Executives
• Minimum of ten (10) years administrative experience
• Knowledge of desktop computer tools e.g. Word, Excel, PowerPoint, Outlook, SharePoint
• Excellent organizational skills
• Project management skills
• Excellent working knowledge of Microsoft Office 365

Behavioral Skills

• Excellent, concise written and verbal communication skills. Tact and diplomacy, etiquette.
• Understanding of the principles of customer service.
• Ability to work with employees at every level in the organization.
• Attention to detail is a necessity
• Demonstrable experience of problem solving / analytical skills.
• Comfortable managing small projects to completion.

We realize that work is more than just a job for you. It is a big part of your life, but not the only one. That's why we offer competitive salaries, an annual bonus program and comprehensive medical benefits, as well as tuition reimbursement, flexible hours, parental and adoption leave, on-site services and support networks, all so that you are ready to meet life's challenges. We are committed to fostering a culture of well-being and inclusion by conveying the values that are most important to our employees.

Core Evident Behaviors Think Big - Sets ambitious goals, thinks beyond the immediate and works outside of own area for insight and inspiration to excel Own the Outcome - takes a high degree of personal accountability and ownership, and embraces a customer-centric approach to prioritization, planning, and work Test. Decide. Go. -Open minded, willing to try new things, balances risk with agility in a culture of learning and rapid growth, moves at pace to get the right things done Kaizen Everywhere, Everyday - Solicits feedback to enhance effectiveness; continually identifies and drives improvement and new ways of working, operating, and thinking Grow Together - Listens openly, embraces learning, and values diverse perspectives to spark ideas and build a stronger, more dynamic team Annual salary 95K - 119K, Evident Scientific MIS is an equal opportunity employer.