Executive Assistant Job at Annex Group LLC in Indianapolis

Description:

Executive Assistant

THE ANNEX GROUP’S MISSION STATEMENT:

To create a positive impact with the people who live, work, and are involved in our communities.

FLSA CLASSIFICATION: Full Time, Exempt

REPORTS TO: Chief Executive Officer (CEO)

POSITION OVERVIEW:

The Executive Assistant will provide high-level administrative support to the CEO and other senior staff.

ESSENTIAL DUTIES:

• Provides high-level administrative support and assistance to the Chief Executive Officer and/or other assigned leadership staff.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Arranges travel and accommodations for executives.
• Efficiently schedules meetings and prepares materials.
• Attends meetings on behalf of executives, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Submit and process expensive reports.
• Provide backup coverage to reception.
• Performs additional duties as assigned by executives.
• Performs other related duties as assigned.

Supervisory Responsibilities:

• Interviews and trains new staff on the administrative team.
• Oversees the daily workflow of the administrative team.
• Provides constructive and timely performance evaluations.
• Handles discipline and termination of employees in accordance with company policy.

Duties and Responsibilities:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type a minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma required, bachelor’s degree in business administration or related field preferred.
• At least four years of related experience required.
• Excellent verbal and written communication skills.
• Excellent interpersonal and negotiation skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to adapt to the needs of the organization and employees.
• Ability to prioritize tasks and to delegate them when appropriate.
• Proficient with Microsoft Office Suite or related software.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent walking, standing, sitting within the work area.
• The work environment is that of a fast-paced office with minimal to high noise levels.
• This position requires working independently as well as part of a team.
• This position requires verbal and face-to-face contact with others daily.
• Frequent use of a computer is necessary.
• This position requires the use of all general office equipment.