Executive Assistant

The Executive Administrative Assistant provides high level administrative support to CEO or Division President(s). Project a professional company image through in-person and phone interaction. Duties include high level clerical and project based work.

Essential Functions

Assist with the efficiency of department operations by reviewing administrative activities and providing management with administrative support to coordinate & resolve moderately complex, controversial and confidential issues, as directed.

Interact with staff, clients, vendors and visitors by phone, email and in person, developing and maintaining an effective working relationship with all contacts (internal and external),

Answer phones and transfer to the appropriate person or take messages as directed by managers.

Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, printing, binding and filing.

Perform a variety of administrative support duties (e.g., managing and maintaining schedules; coordinating and responding to phone and e-mail meeting inquiries, scheduling appointments and conference rooms, setting up for meetings and assisting with agenda preparation).

Assist with employee/client travel arrangements, including airline reservations, hotels, rental cars, car service, restaurant reservations, and meals for guests.

Assist with special events (e.g. sales meetings, conferences, employee events) by making travel arrangements, registrations, assisting with materials for the event, making arrangements with vendors and shipping).

Maintain both the integrity and confidentiality of all Department data, research and analysis.

Prepare materials for meetings using word processing, spreadsheet, database and presentation software.

Perform general office duties by purchasing supplies and equipment as needed; setting up work stations for new executives; and coordinating with IT staff to ensure that the new employee has all the technical programs and equipment needed to perform their jobs.

While performing the duties of this position, the employee will view, have access to, and work with confidential financial data. The employee in this position must adhere to strict confidentiality policies and procedures.

Perform related duties as requested.

Qualifications

Education

Associates degree of higher preferred.

Equivalent education and experience may be considered.

Experience:

Five (5) or more years providing high level administrative/clerical experience to executive level management.

Knowledge/Skills/Abilities:

Demonstrated ability to work with a pleasant, reliable, and responsible approach to work.

High level of proficiency using Microsoft Office applications.

Excellent phone etiquette & communication skills, both oral & written.

Good interpersonal skills.

Well-organized, with the ability to multi-task.

Self-starter with demonstrated ability to work without direct supervision, work on multiple projects at once, establish work priorities, and manage time in order to meet deadlines and goals.

Proficient in handling multiple phone lines.

Service oriented.

Mortgage industry knowledge helpful but not required.

High level of discretion and ability to maintain confidentiality of organizational information.


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