EXECUTIVE ADMINISTRATIVE ASSISTANT

Posted by DMWCC Admin on January 9, 2024

SUMMARY:

The Executive Administrative Assistant provides high-level administrative support to the President by conducting research, preparing reports, handling information requests and performing clerical functions such as preparation of correspondence, receiving visitors, arranging conference calls and scheduling meetings ensuring workflow runs smoothly.

Reports to:  President

Qualifications:

• Minimum of five years’ experience in a related position.
• Requires excellent communication and interpersonal skills among a wide range of contacts (internal, external and executives)
• Ability to compose professional correspondence in varying formats (letters, emails, etc.)
• Strong knowledge of computer and MS Suite programs such as Outlook, Teams, Word, Excel, PowerPoint, SharePoint (PowerBI an added plus)
• Must have excellent organizational, time management and prioritization skills
• Self-driven with ability to execute workflow independently
• Sensitivity to confidential information is required
• Preference to candidates with human resource and/or legal background

Responsibilities:

1. Directly reports to President and frequently engages in activities supporting members of the executive management team.
2. Drafts correspondence for the President’s review and release.  This may include letters to governmental agencies or emails to external organizational executives.
3. Uses multiple technical applications including internet searches, word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email and other applications as needed.
4. Maintains and updates Company Work Experience, Capabilities Manuals, Photo Library, Pre-Qualification forms and Master Address Listings.
5. Reviews, assesses, routes, answers and monitors follow-up action steps on correspondence.  Gathers and analyzes information required for administrative reporting.
6. Plans/organizes and implements meetings, business luncheons/dinners and/or company sponsored events.
7. Manages complex calendars, arranges for meetings, appointments and coordinates travel.
8. Receives, screens, directs and relays phone calls and messages in a professional manner.
9. Greets guests/visitors and assists in locating respective DMW employee.
10. Provides wide ranges of support including: keyboarding, composing and editing of internal and external correspondence, including but not limited to: special mailings; presentations and reports to the Holding Company, customers, suppliers, and government agencies as directed.
11. Performs clerical duties such as file maintenance, organizing documents, photocopying, collating, etc.
12. Other duties as assigned.