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- SUMMARY: Reporting directly to the President, the Executive Assistant works independently performing a wide range of complex and confidential administrative and clerical support duties. This position requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts. A clear understanding of Company work-flow, objectives, strategies and vision is critical to success.
ESSENTIAL FUNCTIONS:
- Provides a wide range of complex office administration and support to the President.
- Establishes office procedures, policies and operations.
- Interprets and communicates the Presidents instructions to the departments in his absence.
- Monitors expenditures including tracking expenses and providing reports to the President.
- May prepare spreadsheets for budgets, contracts, including tracking and maintaining expenditures and reconciling accounts.
- Prepares financial reports using on-line systems or oversees and directs the work of an associate preparing the reports.
- May serve as approver for financial transactions representing the department.
- May maintain personnel records. May assist with interviewing for positions.
- Reviews, assesses, routes, answers and monitors follow up action steps on correspondence.
- Gathers and analyzes information required for administrative reporting.
- Provides wide ranges of support including: keyboarding, composing and editing letters, memoranda, reports and presentations.
- Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other Company software.
- Serves as principal contact and source for questions directed to the President including customers, managers, and employees.
- Manages complex calendars, arranges for meetings, appointments and travel arrangements.
- Coordinates events, including conferences and seminars.
- Creates and maintains filing system(s).
- Answers and routes phone calls, mail and e-mail messages and may handle wide-range information dissemination.
- Contributes to department effort by accomplishing related duties as required.
COMPETENCIES, SKILLS AND ABILITIES:
- Must be an independent thinker capable of decision making.
- Work well with others.
- Ability to work with deadlines and work well under pressure.
- Ability to multi-task.
- Must be a positive team player and be able to communicate with team members.
- Strong attention to details, efficient and highly organized.
- Possesses excellent verbal communication skills and able to neatly write / type instructions.
- General computer skills (Outlook, Word, Adobe Acrobat, Internet Explorer, Windows and Outlook)
- Flexible schedule and available to work occasional overtime as required.
- Works well independently and with other department members.
- Independent thinker.
- Accepts and delegates responsibility well.
- Accepts direction well.
- Familiarity with written depositions and the deposition process.
EDUCATION / EXPERIENCE:
- Education: College degree preferred, or an equivalent of education plus experience in an office environment.
- Five plus years related experience with proven office administration and customer service skills required.
- Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications tools.
- Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
- Experience multiple deadlines required.
- Ability to work across teams and with a variety of projects and constituencies.
OTHER DUTIES:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to the job at any time with or without notice.
AAP/EEO STATEMENT
Lexitas prohibits discrimination based on race, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender expression or identity, sexual orientation or any other legally protected status.
EOE Employer/Vet/Disabled.