Executive Assistant
Company: Staffing the Universe
Location: Westborough
Posted on: May 14, 2022
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Job Description:
Job Description Executive Assistant Prepares departmental
reports which involves assembling necessary information by
researching files and documents and communicating with various
people; operating various computer software programs, e.g. MS
Office Suite, to record and analyze information; organizing
information into text, tables, and graphs; and formatting and
generating reports. Coordinates various departmental activities,
policies, or programs to maintain effective administrative control,
which involves maintaining records and logs, communicating with
various internal and external people, and notifying management of
any problems that may arise. Representative activities, policies,
or programs may include, but are not limited to, the following:
Acting as liaison to various philanthropic, community, and other
organizations. Soliciting and coordinating employee participation
in corporate sponsored cultural or charitable events and programs.
Analyzing data to record and report on budget variances. Creating
and maintaining spreadsheets for the preparation of annual budgets.
Acting as liaison to collect and submit articles and other
information for company related publications. Acting as liaison
between departmental employees and ITS to arrange for
communications devices, e.g. pagers, e mail, and telephone calling
cards Providing administrative assistance to other departments in
processing forms or maintaining records. Collecting information and
updating organizational charts. Maintaining telephone lists.
Coordinating, ordering, and distributing all OT promotional items
such as calendars and holiday cards. Responds to and screens
incoming telephone calls from customers, vendors, and others.
Direct callers to appropriate personnel or provides information on
request. Takes and relays messages. Escalates more complex calls to
the appropriate department personnel. Types routine and
confidential letters, reports, and memoranda from rough draft,
audiotape, 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. Records and publishes minutes of
key meetings for follow up. Organizes, screens, and distributes
daily incoming outgoing mail for management. Prepares various
correspondence, materials, and equipment for shipment. Completes
necessary forms. Communicates with the Mail Room staff to arrange
for pickups. Distributes daily incoming faxes and photocopies
material as required. Makes travel arrangements for managers, which
involves working with Corporate Travel Department to arrange
transportation and lodging. Prepares and distributes travel
itineraries. Makes arrangements for dining or other entertainment,
e.g. sporting event tickets, as requested. Reviews and logs travel
and entertainment forms. Monitors and maintains adequate quantities
for office supplies for the staff. Prepares purchase requisitions
when inventory levels are low. Selects office products and
equipment from vendor catalogs or approved lists of standard office
supplies. Monitors invoices to ensure billing charges are
appropriate, assigns the general ledger accounting code, and
submits the bills for signature. Organizes and maintains files of
departmental records,literature, and reports. iles materials as
required. Recovers information from files upon request. Maintains
logs and other records, to track various departmental operations.
Maintains personnel attendance, vacation records, and confidential
personnel files. Monitors time sheets and verifies for accuracy.
May administer the attendance tracking system. Assists in the
creation of management presentations by using computer programs to
create charts, graphs and slides as needed. May select or recommend
font styles and slide formats. Prepares copies of presentation
materials for all attendees. Works on special projects and performs
other duties as directed. Quals AS in Business or Secretarial
Science preferred or equivalent experience and knowledge. Strong
written and verbal communication skills. Tact and diplomacy.
Telephone etiquette. Understanding of the principles of customer
service. Typing and stenography skills of at least 70 100. Fast
handwriting or stenography skills. Knowledge of desktop computer
software,e.g. Windows 95, Office 97, Word, Excel, PowerPoint,
Internet, GroupWise Lotus Notes E Mail. Excellent organizational
skills. Basic project management. Minimum of seven (7) years
secretarial and or administrative experience. ZR
Keywords: Staffing the Universe, Worcester , Executive Assistant, Other , Westborough, Massachusetts
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