Executive Assistant - Des Moines, IA, United States
14 hours ago
Job description
DescriptionJOB SUMMARY
Provides overall executive administrative support to an executive and department while maintaining professionalism and a positive attitude in all situations. Responsible for handling confidential information, managing multiple complex calendars, organizing events and coordinating travel for all supported. Assists in building a strong team environment and establishes excellent working relationships inside and outside of the department.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Reports to a VP and prioritizes both the VP schedule and schedules for key members of department
- Schedules appointments and keeps executive and department informed of meetings, events and matters of importance
- Coordinates meetings, travel arrangements and other business-related functions
- Prepares and assembles correspondence, reports, forms, and presentations on behalf of the VP and/or department
- Uses critical thinking skills to anticipate and apply proactive solutions and follow-up on all assigned deliverables
- Maintains department budget, processes third party vendor invoices for payment, coordinates periodic accruals for accounting purposes and prepares, reconciles expense reports
- Uses critical thinking skills to anticipate and apply proactive solutions and follow-up on all assigned deliverables
- May develop tools and materials to better support executive and department in handling administrative tasks
- Opens, sorts and distributes incoming correspondence such as faxes, mail and email
- Maintains executive and department files and retrieves documents, records and reports
- Monitors, answers, screens and routes executive and department communications
REQUIREMENTS
- High school diploma or equivalent or relevant, equivalent experience and/or education
- Minimum of five (5) years of responsible, executive administrative work experience
- Highly proficient in all Microsoft applications
- Strong organizational and follow-up skills
- Excellent oral and written communication skills
- Ability to apply critical thinking and make decisions quickly and efficiently with minimal supervision
- Resourceful and takes initiative
- Superior planning and time management skills
- Strong attention to detail
- Polished, positive and professional demeanor
- Demonstrated ability to compile relevant information, analyze data and draw conclusions
- Ability to communicate with individuals at all levels within and outside the Company
- Ability to use standard office equipment
- Ability to adjust schedule and/or work overtime when necessary
- Ability to maintain a high level of confidentiality
- Ability to handle multiple interruptions and adjustments to priorities throughout the day
- Applicants must be authorized to work in the United States for any employer. ITC does not sponsor employment visas, such as H-1B or TN visas.
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