Full-time, 40 hours per week, day shift, 8:00AM - 4:30PM, Monday-Friday
SUMMARY:
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This position is responsible for the organization and coordination of the executive office operations, procedures and resources to facilitate organizational effectiveness and efficiency. Responsible for maintaining a professional demeanor and presentation of executives.
PURPOSE:
The purpose of this document is to describe the general nature and level of work performed by personnel as classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.
- Provides high-level administrative support and assistance to the President/CEO, Executive team and/or other assigned executive/leadership staff.
- Continually and consistently exhibits a high level of professionalism and respect appropriate to the needs of the executive office area; must be able to maintain confidentiality, tact and composure under stressful situations.
- Must be able to maintain respect and professionalism when working with colleagues at all levels always in a highly proficient and professional manner in all aspects of the job in appearance and demeanor.
- Maintains a flexible schedule in order to accommodate, prepare and attend meetings that may be outside the scope of standard business hours.
- Screens incoming communications and correspondence on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents appropriately.
- Ensures security, integrity and confidentiality of data within the executive suite and controls access to ensure business security.
- Types and distributes administrative policies and minutes from key
- committees and is also responsible for their application of those articles in the document control system and or team sites.
- Takes and transcribes dictation or documentation, composes and prepares confidential correspondence, reports, and other complex documents as well as creates and maintains database(s) and spreadsheet files as well as manages executive suite correspondence.
- Organizes programs, events, or conferences by arranging for facilities and caterer, distributes information or invitations, coordinates speakers, and meal planning for high level meetings.
- Prepares agendas and notices for HNL’s/LVHN’s Board meetings. Records and types Board meeting minutes. Prepares and mails Board Book as requested. Communicates with Board as necessary.
- Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings for the CEO and other key Executives when requested.
Required Skills
QUALIFICATIONS:
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.
Education/Experience:
Two-year certificate from college or technical school in business administration or secretarial sciences or 5 to 10 years of extensive experience in executive office administration, clerical procedures and recordkeeping systems and/or training; or equivalent combination of education and experience. Bachelor’s degree in Business Administration or related field preferred.
Language Ability:
Must have excellent verbal and written communication skills with the ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; Ability to write routine reports and correspondence; Ability to speak effectively before groups of customers or employees of organization.
Math Ability:
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability:
Must have excellent organizational skills and attention to detail along with exceptional time management skills with a proven ability to meet deadlines.
Ability to function well in a high-paced and at times stressful environment while applying common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables in standardized and unusual situations.
Computer Skills:
Must be extremely proficient in Microsoft Office Suite or similar software with the ability to learn new or updated software to include Office, Word, Excel, Power Point, Teams and One Note; able to type a minimum of 50 words per minute. Must have the ability to work in excel and perform mail merge
Certificates and Licenses:
Must maintain a Notary Public Certification for the State of Pennsylvania.
Required Experience
