senior executive assistant - , GA, United States - Colonial Group, Inc.

Description

Colonial Group, Inc. is a multigenerational, family-owned parent company of a variety of subsidiaries. Our group offers a diverse portfolio of products and services, which combined with strategic infrastructure, and logistics capabilities, create significant value for our customers.

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POSITION SUMMARY

The Senior Executive Assistant is an experienced, polished, detail-oriented, and self-driven professional, providing key support for Colonial's senior most executive leader, allowing them to maximize their impact to the organization. The Senior Executive Assistant is able to manage complicated and often confidential projects to completion on behalf of leadership, using their knowledge of the organization and sensitivity to the perception of their role to be successful while maintaining a positive approach at all times. Many projects will require mathematical calculations, strong writing skills, and the ability to grasp overarching concepts. The Senior Executive Assistant plays a central role in how Colonial and leadership are perceived to the employees, customers and visitors. This individual must demonstrate excellent customer service as well as multi-tasking skills. Anticipating executives' needs as well as potential gaps in projects and plans is also important.

Additionally, the Senior Executive Assistant supports and partners with other Executive Assistants and Coordinators to manage allocated workloads and provide back-up as needed. He or she will also ensure efficient functionality of our offices by managing contract and office files, corporate records and filings, insurance policies, certain bank accounts, and correspondence files. The Senior Executive Assistant will also manage office supply inventory, certain corporate purchasing relationships, executive and resource calendars, and reservations for traveling employees and visiting guests. Demonstrating confidentiality is critical to the Senior Executive Assistant's success in this role, as they will need access to sensitive customer, employee, and executive information to perform their responsibilities effectively.

JOB EXPECTATIONS/DUTIES

• Performing office and administrative duties to assist senior executive leadership.
• Screening calls, managing calendars, making travel, meeting, and event arrangements
• Preparing reports and financial data
• Administering and managing customer contract/office files and correspondence
• Acts as a positive representative of the executive team supporting customer, visitor and employee relations as required.
• Maintains flexibility and adaptability to change in a fast-paced environment.
• Act as an office manager by keeping up with office supply inventory.
• Format information for internal and external communication - memos, emails, presentations, reports
• Take minutes during meetings as required.
• Maintains corporate records and filings.
• Oversees approvals of certain corporate expenditures
• Coordinates semi-annual and annual Board Meetings
• Maintains confidentiality.
• Screen and direct phone calls and distribute correspondence.
• Organize and maintain the office filing system.
• Register attendees for conferences as requested.
• Arrange travel accommodations and manage travel calendar for leadership and corporate resources.
• Pull information from relevant invoices and transfer it onto payment vouchers to submit to A/P for payment. Follow up to ensure payment was received.
• Other duties as assigned.

QUALIFICATIONS/REQUIREMENTS

• High school diploma or GED certificate is required. Bachelor's degree preferred.
• Must have good grammar and math skills.
• Must have excellent organizational and communication skills.
• Must demonstrate technology savvy.
• Office Administration Certification or 2-years of related college coursework is preferred.
• Must have a Driver's License in good standing and able to drive locally.
• Must be proficient in the use of Microsoft Office Products (Word, Excel, Access and PowerPoint) and Adobe Acrobat.
• Must be capable of learning specialized computer software as needed.
• Must be able to work for multiple personnel and maintain a professional interface with outside consultants and other industry officials.
• Must be able to assist with multiple projects simultaneously.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, and may occasionally lift and/or move up to 20 pounds. Occasional local driving.

Eligibility Requirements:

Hiring is contingent upon eligibility to work in the United States.

Colonial Group, Inc. is an EEO/AA employer and committed to creating an environment that values and supports diversity and inclusiveness across our organizations.