Executive Administrative Assistant

Book conference rooms for the entire Marketing, Customer Planning, and Research & Development departments. Schedule meetings and conference calls for internal and external sources. Manage the calendars and phone calls for Executive Leaders. Coordinate travel arrangements for leaders and new associates when needed. This includes booking flights, hotels, and arranging car service when needed. Prepare, maintain, and distribute documents; maintain confidential files and data; update the department contact list. Arrange lunch meetings by placing the order, setting up the lunch and room and cleaning up. Manage team expense reporting; itemize the expenses, scan and attach receipts to report and supply missing receipt affidavit, if needed. Help with the onboarding of new associates; order laptop, phone and any other special hardware, schedule orientation meetings, order corporate credit card, and order business cards. Arrange external meetings; shop around for venues, handle catering requests, A/V and room requirements, lodging requests, etc. Assist new vendors and consultants in getting proper documentation to be set up in our system. Order office supplies. Send out UPS packages as needed. High school diploma is required, but a BS or AS degree is preferred. A combination of education, training and experience that results in demonstrated competency to perform the work may be substituted. Minimum 6+ years of administrative experience including support to 3 or more individuals at a given time is essential. Excellent communication and interpersonal skills. Ability to interact with individuals at all levels within the organization Ability to organize and plan meetings at all levels and all aspects Professional demeanor and ability to maintain confidentiality Ability to work independently and with minimum direction Must be able to multi-task and prioritize needs of multiple individuals to ensure needs of all team members supported are met in a timely fashion Must be proficient in Microsoft Office programs: Word, Excel and PowerPoint