Executive Administrative Assistant Job at Advanced Personnel Resources, Inc. in

Executive Administrative Assistant Advanced Personnel Resources is seeking an individual for an Executive Administrative Assistant role we are recruiting for. The Executive Administrator provides secretarial and administrative assistance to CEO and staff; responsible for working independently and using discretion to complete responsibilities in a timely and appropriate manner. Responsibilities also include: Office Management and Coordination of Special Projects. This will pay up to $28 per hour Specifications Required Education and Experience: High School Diploma. One year of Administrative Experience. Preferred Education and Experience: Associate degree. Two years of related experience. Knowledge, Skills, and Abilities: Excellent internal and external customer service skills; Advanced computer skills (Word, Excel, PowerPoint, Microsoft Outlook, Data entry and Publisher); Standard office equipment operation; Establish priorities and handle workflow with frequent interruptions; Ability to work independently; Must possess excellent written and verbal communication skills for telephone and in-person interaction. Ability to represent the organization professionally. Key Responsibilities Executive Administrative Assistance: From the general direction, composes, edits, signs, and sends correspondence. Handles sensitive calls, such as fielding compliance concerns/complaints, and handles such calls confidentially. Coordinates meetings: scheduling, preparing agendas, and distributing agendas, taking minutes, and distribution of minutes. Coordinate with other agencies and facilities around collaborative projects. Prepares reports for the organization. Schedules and organizes activities such as meetings, travel, conferences, and department activities for CEO, Medical Director, HR Assistant, and Director of Community Engagement and Marketing. Creates and develops visual presentations for the Leadership Team. Establishes, develops, maintains and updates filing system for the CEO and Medical Director. Retrieves information from files when needed. Establishes, develops, maintains and updates journals and magazines. Organizes and prioritizes large volumes of information and calls. Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information. Answers phones for CEO. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with the front desk to cover phones as needed. Acts as a liaison with other departments and outside agencies, including Board of Directors. Handles confidential and non-routine information and explains policies when necessary. Works independently and within a team on special nonrecurring and ongoing projects. Acts as a project manager for special projects, at the request of the CEO, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, and creating visuals. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for the accuracy and clarity of the final copy. Supports Business Office Coordinator with administrative finance activities. Activities such as: copying check requests and sending to accounts payable travel reimbursement, documenting credit card expenses. Office Management: Oversees the mail distribution center to ensure timely distribution of internal and external mail, including certified and registered mail and FedEx/UPS packages. Monitors mailing process. Oversees office equipment repairs (copiers, fax machines, postage meter) as it relates to maintenance agreements. Receives scans and indexes answering services messages daily. Receives all supply and forms requests. Compiles orders that may include copying, collating and packaging/boxing and distributes in a timely manner. Facilitates the most efficient method of distribution including UPS, interoffice mail or personnel as courier. Verifies supplies delivered against purchase order. Reviews incoming requisitions and special orders and determines best item selection and price. Investigates and takes appropriate action on purchase order discrepancies such as pricing, incorrect shipments or damaged goods. Recognizes and responds to staff needs. Special Projects: From general direction, has responsibility for completion of special projects. Completes special projects in a timely manner utilizing advanced computer skills. Researches, gathers information and asks questions to ensure projects are done correctly. Recognizes and responds to company needs by initiating special projects or identifying areas of concern. Arranges catered meals, seeks out and secures up-to-date mailing lists, utilizes knowledge of community resources to find needed information. Assists in development of visual aids for presentations including PowerPoint, handouts, props and other aides. Other duties as assigned. Please attach your resume (MSWord if possible) to the submission. All inquiries are highly confidential and go directly to: Misty Davis | Advanced Personnel Resources | W 336.272.7720