Provide high-level administrative support to Executive while exercising considerable judgment and initiative in performance of job responsibilities. Acts as custodian of Sr. Vice President ¿ Information Technology, documents and executes administrative functions determined by or in conjunction with the SVP and the Executive Management Team.

Main Duties & Responsibilities

Coordinate and ensure smooth running of Executive¿s schedule for internal and external meetings.
Coordinate Board meetings and conference calls. Produce and disseminate materials for those meetings and take minutes for Board meetings.
Takes and transcribes dictation, and draft and proofread correspondence and other documents for Executive
Compose and prepare confidential correspondences, reports and other complex documents.
Assist with preparation of presentation materials for Executive including PowerPoint presentations
Open, sort, and distributes incoming correspondence, including faxes and email;
Conserve Executive¿s time by reading, researching and routing correspondence; drafting letters and documents; collecting and analyzing information and initiating telecommunications.
Coordinate and schedule Executive¿s travel and conference arrangements; compiles documents for travel-related meetings
Maintain filing systems pertinent to Executive¿s activities
Maintain phone and email lists and ensures listings are current
Answer, screen, and record telephone calls, and relays messages in a timely manner.
Provide support to Accounting Manager to ensure that checks, payment vouchers and reimbursements are processed.
Welcome guests and customers by greeting them in person or on the telephone; answering or directing inquiries.
Assist in special projects and other functions, as needed.
Represent the executive by attending meetings in the executive absence, when required.
Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Ensure smooth operation of the office by leading or assisting with the coordination of team building activities, maintaining, performing/updating and being the main conduit for providing communication and update to the team.
Ensure operation of equipment by completing preventive maintenance requirements; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Performs financial administrative tasks of submitting a capital request, operational invoices and editing time.
Coordinates vendor and staff travel.
Coordinates staff meetings and events.
Performs other reasonable duties that may be requested from time to time.

Requirements

Minimum of 3 years in an executive administrative position
Certificate in administrative studies
Advanced administrative skills
Advanced Microsoft Office experience with Excel and PowerPoint a plus
Top notch interpersonal and teamwork skills
Excellent oral and written communicator
Strong adaptability, dependability and resourcefulness
Strong problem-solver with excellent judgment skills
Ability to work on multiple projects and meet multiple deadlines; coordinate and prioritize workload at a fast pace
Ability to work a flexible schedule that may include occasional evenings and/or weekends
Strong planning and organizational skills