Executive Assistant Information Technology

Overview

Provides administrative support for the Information Technology (IT) Senior Management group in a timely and accurate manner. Contacts are made with all levels of personnel, including directors, secretaries, top-level management and various representatives from other companies. Works with some supervision and is responsible for making a minimal range of decisions, escalating to Manager when appropriate and updating Manager on a regular basis.

Responsibilities

What you will do:

• Reviews and directs correspondence to and from the IT Senior Management group.
• Answers and screens incoming telephone calls, directing calls to proper sources.
• Coordinates business meetings and maintains daily schedule for the Sr. Vice President of Information Technology.
• Distributes monthly progress and chargeback reports to appropriate management.
• Establishes and maintains files for the IT Senior Management group.
• Organizes departmental data into charts and graphs as input to presentations.
• Sorts and delivers mail, obtains copies, orders supplies and performs other administrative duties.
• Makes reservations and requests checks for local and out-of-town seminars. Contacts Travel department for airline and hotel accommodations.
• Maintains a file by Company name of each hardware and software contract Maintains a cross-reference document.
• Provides backup support for Executive Secretary during peak workloads and absences.
• Continually performs an activity such as transcribing, viewing a computer terminal and extensive reading. Visual acuity is required to determine accuracy, neatness and thoroughness of work assigned.
• Performs other duties as assigned.
• Complies with all policies and standards.

Qualifications

• High School Diploma /GED. - Required
• Proven experience providing administrative support for executive-level management. - Required
• Proven proficiency in preparing reports, compiling statistics, researching information and making recommendations. - Required
• Proven experience coordinating multiple projects/assignments simultaneously, and completing assigned tasks accurately and on a timely basis. Must demonstrate strong attention to detail with excellent organizational skills. Expected to cite examples of organization and time management methods used to manage or prioritize workload demands from multiple sources. - Required
• Demonstrated experience handling and maintaining confidential information and correspondence. - Required
• Demonstrated experience maintaining a calm and professional demeanor when handling demanding situations. - Required
• Demonstrated experience effectively handling customers and providing excellent service. - Required
• Demonstrated experience working effectively within a team. Must provide examples of motivating co-workers in difficult situations. - Required
• Demonstrated excellent verbal and written communication skills. Proven ability to continuously conveys information to internal and external customers in a clear, accurate, focused and concise manner. Demonstrated ability to document procedures and activities in a manner that is understandable to others and prepared using a prescribed format. Demonstrated proficiency in proofreading and editing skills, demonstrating a strong use of the English language to include exemplary knowledge, in verbal and written format, of the elements of grammar, punctuation, diction and spelling proficiency.
• Proven proficiency in preparing reports, compiling statistics, researching information and making recommendations.
• Demonstrated ability to effectively handle and screen telephone calls, directing them to the proper individuals.
• Proven ability to compose business letters and memos using proper grammar and professional verbiage. Must provide examples of written communication.
• Proven ability to adapt and demonstrate flexibility when changes occur to policies, procedures and priorities. Cite examples.
• Proven strong analytical skills, including demonstrated experience identifying and quantifying problems and providing effective resolutions. Must be able to cite examples of good decision-making skills when dealing with multiple alternatives.
• Demonstrated proficient keyboarding skills and mathematical aptitude to include decimals, fractions and percentages.
• Proficient in word processing, spreadsheet, presentation and database applications.

Work Setting/Position Demands:

• Works in an office setting and remains in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.
• Requires the ability to verbally communicate and exchange accurate information to customers and associates on a regular basis.
• Requires visual acuity to read and interpret a variety of correspondence, procedures, reports and forms via paper and electronic documents, visual inspection involving small defects; small parts, and/or operation of machinery (including inspection); using measurement devices continuously. Visual acuity is required to determine accuracy, neatness, and thoroughness of work assigned.
• Requires the ability to prepare written correspondence, reports and forms using prescribed formats and conforming to rules of punctuation, grammar, diction, and style on a regular basis.
• Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts, and draw valid conclusions
• Performs substantial movement of wrists, hands, and fingers for continuous computer work.
• Extended hours required during peak workloads or special projects/events.

Travel Requirements:

• None