Job Description

Job Description:

Primary Accountabilities
Administrative Assistant Functions (30%)

Creates and maintains a favorable company image requiring: professionalism, courtesy, tact, and the ability to get along well with others inside and outside the company. Establishes good working relationships with operations staff, regional and corporate personnel.
Handles highly sensitive/confidential information and files and is responsible for maintaining and keeping the confidentiality regarding departmental and/or company activities.
Screens and directs mail, telephone calls, voice mail messages, e-mails, and personal callers to the Executive or to proper personnel or other departments with emphasis on timeliness, discretion and good public relations.
Prepares from dictation, rough draft or verbal instruction written information such as correspondence, speeches, reports, agendas, and minutes. Takes meeting minutes. Operates standard office machines such as transcribing machine, personal computer, fax, etc. Distributes information to appropriate parties.
Maintains complete hard copy and electronic filing system for suspense file correspondence, minutes, reports, birthday/anniversary card file, staff personnel records, magazine/newspaper articles, major projects, etc., with easy accessibility by administrative assistant and the Executive.
Maintains calendar of appointments and meetings assisting the Executive with managing the schedule. Important matters are brought to the Executive`s attention as reminders. Coordinates and makes travel arrangements.

Information & Communication Management (30%)

Handles requests for information which requires a detailed knowledge of office and organizational functions and procedures. Answers routine and non-routine inquiries independently. Handles calls from irate policyholders, claimants, etc., and refers them to appropriate personnel.
Handles correspondence associated with the division. This includes interpreting and becoming knowledgeable with terminology and strategies, keeping abreast of special projects, reports and miscellaneous materials associated with the division.
Compiles and creates information for reports, manuals, and guides. Prepares graphs, charts, or tables to present materials. Researches information to verify accuracy. Types drafts and final copies of reports.
Compiles daily, weekly, and /or monthly technical and financial reports, records, or other information related to the specific division this position supports. Completes various technical and financial special projects.
Prepares materials for various meetings including divisional and intradepartmental meetings and ad hoc committees. Ensures that the information is current and verifies materials for accuracy. Assembles and distributes materials.

Relief for Immediate Supervisor (20%)

Monitors and controls the daily flow of the Executive`s office in his/her absence.
Uses initiative and judgment to ensure that matters requiring attention are appropriately prioritized and handled.
Performs administrative secretarial responsibilities for other Executives in their administrative assistant's absence. May act as a receptionist in an assigned area.

Special Projects / Assignments (10%)

Makes arrangements for meetings, internal and external events, and conferences including coordinating event date/time for participants and negotiating/securing contracts for location, equipment, entertainment, refreshments, etc.
Handles activities associated with the executive`s affiliation with external boards, industry and community associations and organizations including coordinating communication and preparing and distributing information.
Handles projects associated with the Executive`s specific position and division including maintaining databases, conducting research, etc.
Provides organizational and technical assistance to divisional directors and managers for projects and activities directed at accomplishing the division`s goals and objectives.

Office Efficiency (5%)

Maintains and monitors time sheets and vacation schedules for direct reports.
Routes divisional mail and maintains electronic distribution lists.
Acts as move coordinator; orders furniture, equipment, stocks workstations, etc.
Orders office supplies for division`s use.
Acts as contact person for building and equipment maintenance for the division.
Sets up or assists with details for company functions such as company anniversaries, the use of company suites, etc.

Financial Reports Management (5%)

Prepares divisional/departmental budget for Executive approval and verifies quarterly deviations. Assists with salary planning.
Pays bills using purchasing credit card or check requests, approves various vouchers. Verifies and tracks invoices.
Inputs electronic travel expense reports and checks department travel reports against company policy; assesses cost effectiveness of various items.