Schaefer Systems International, Inc.

  • Executive Administrative Assistant

    Posted Date 1 month ago(10/22/2018 9:57 AM)
    Category
    Administrative/Clerical
  • Overview

    This position provides comprehensive administrative support for the CEO.  The role is responsible for enhancing the executive's effectiveness by providing information management support; representing the executive to others, in addition to a variety of duties, including training, lead management and CRM monitoring.

    Responsibilities

    • Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
    • Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.   In addition to making appointments, this may also involve ensuring there are no scheduling conflicts and making sure executives know where they need to be when.
    • Expense reporting; Invoice submission and tracking
    • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
    • Maintains customer confidence and protects operations by keeping information confidential.
    • Manage the flow of information to members of the executive leadership team. May screen phone calls, open and sort mail, and summarize reports and memos that are received before passing the information on to the people they assist.
    • Prepare reports by collecting and analyzing information.
    • Prepare and format information for internal and external distribution. This may include writing letters and memos, compiling data for reports, creating computerized presentations, writing reports, transcribing dictation, editing, proofreading and other information preparation duties.
    • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
    • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
    • Provide support for department initiatives; Represent the department in a professional, efficient and effective manner in all communication and interactions.
    • Provide appropriate information to contacts (handling questions, issues, follow-ups)
    • Provide administrative support for meetings (audio conferences, video conferences, training sessions and other meetings):
    • Scheduling, agendas, meeting materials, set-up, minutes, sign-up, shut down, etc.
    • Identifies and implements process improvements.
    • Interacts with peers, customers, and outside partners on matters of significant importance on a frequent basis.   Involves planning and preparation of the communications. Requires skill, tact, persuasion, judgment, and/or negotiation to accomplish objectives.
    • Various weekly and daily reports of project and time tracking activity

    Qualifications

    Additional Responsibilities:

    • Corporate credit card
    • Ad hoc reporting.
    • 2-4 years executive administrative assistant experience preferably in a sales environment.
    • Ability to speak German is a plus.
    • Team attitude for communications and flexibility with customers, vendors, and co-workers.
    • Ability to work under pressure with tight deadlines.
    • Intermediate to high level proficiency with Microsoft Outlook, Excel, Word, PowerPoint presentation skills, and Access, AX, Egencia, Sales Force or experience with other CRM data base.
    • Demonstrated ability to exercise independent good judgment.
    • Self-motivated to work and improve.
    • Reporting Skills, Scheduling, Organization, Time Management, Presentation Skills, Travel Logistics, Verbal Communication

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