- Routinely provide support and assistance on project-related work. This may include research, collaborating and working with key stakeholders, working independently to prioritize responsibilities, solving practical problems, dealing with a variety of variables in situations, interpreting information, and communicating on follow-up items.
- Manages and maintains complex and detailed executive schedules (prioritizing conflicts accordingly) and appointments.
- Arranges airline travel, hotel reservations and ground transportation via online booking system. Prepares travel itineraries as required.
- Processes invoices and submits expenses for executive(s). Ensures all policies are followed and items are processed within provided guidelines.
- Answers and screens incoming calls to determine the level of priority while using caution in dispensing information.
- Prepares, edits, and formats correspondence, communications, presentations, and other documents, including those of a confidential nature.
- Demonstrates administrative leadership support and acts as a professional liaison to the executive(s) supported.
- Coordinates logistics for both internal and external meetings including food, beverage, technology and meeting space. Assists with the preparation and production of any meeting materials needed.
- Establishes and maintains paper and electronic files and databases.
- Researches, prioritizes, and follows up on matters in a timely manner.
- Assists with Investor Portal activities including but not limited to managing the contact information and permissions of investors, updating contact information, modifying information as necessary, posting to the portal documents for each investor and sending emails via the platform to alert the investor contacts to new document postings.
- Assists with annual meeting preparations and event logistics. This includes participating in event planning, selection of the venue, meeting facilities, menus, and meeting logistics such as coordinating RSVP responses, hotel reservations and transportation. Other annual meeting activities include interfacing with hotel event planners, ordering of attendee gifts, compiling printed materials, orchestrating follow-up communication, and additional tasks as assigned.
- Performs other duties as assigned.
- High school diploma or equivalent with a minimum of 3 years of advanced office support experience. Prior work experience in a professional work environment is preferred.
- Excellent organizational and communication skills with ability to handle a large volume of assignments.
- Strong oral and written communication skills with an ability to effectively communicate at all levels of management.
- Commitment to excellence, personal integrity, and confidentiality.
- Must be able to maintain a professional can-do attitude.
- Ability to multi-task, establish priorities and work independently.
- Confident judgement and decision-making ability, including initiative to be able to proactively determine what needs to be done before its requested.
- Outstanding problem-solving skills with ability to use initiative.
- Meticulous attention to details and excellent administrative skills.
- Ability to maintain high standards despite pressing deadlines.
- Ability to complete work and projects in a timely and efficient manner.
- Manage projects from beginning to end with little to no supervision.
- Demonstrates an ability to rely on executive directives, experience, and judgment to plan and accomplish goals.
- Intermediate to advanced knowledge of Microsoft Office programs including Power Point, Word, and Excel.
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Executive Assistant - Milwaukee, United States - Hammes Company
Description
Join Our TeamConsider a career with Hammes if you are interested in being a part of a dynamic and entrepreneurial environment We have been recognized as one of the Best Places to Work in Healthcare by Modern Healthcare and one of the Best Places to Work in Money Management by Pensions & Investments.
Founded in 1991, Hammes is a vertically integrated real estate solutions platform. Our capabilities include real estate strategy and planning, project management, development, investment and property management for healthcare clients and other leading institutions. Hammes is consistently ranked as one of the nation's top healthcare developers by both Modern Healthcare's Construction & Design Survey and Revista's Outpatient Healthcare Real Estate Development Report.
Position Summary
The Executive Assistant will provide critical administrative support to executive staff members. Success in this role requires advanced technical and administrative skills as well as highly developed interpersonal communication abilities. Exercising tact and diplomacy, you will handle complex and highly confidential information with the utmost discretion. The Executive Assistant will be responsible for answering company phones, maintaining executive calendars, making travel arrangements, developing daily correspondence as required by executive staff members, assisting in the production of special materials and with projects, acting as liaison to clients, company personnel, and other third-party relationships, establishing filing systems, maintaining contracts, working with vendors and staff when necessary. This position will handle special projects that require independent judgement, always identifying processes/procedures to maximize efficiencies, and ensure smooth functioning of the executive(s) supported.
The Executive Assistant must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position requires the incumbent to be a self-starter and poses the ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Principal Duties and Responsibilities
This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.
The requirements listed below are representative of the knowledge, skills, and abilities required to perform this job successfully.
Executive Assistant professionals in Milwaukee
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