Executive Administrative Specialist Position

SUMMARY

Manages a variety of general office activities by performing the following duties personally. Receives incoming phone calls, directs incoming phone calls, gives information to callers, takes notes, and otherwise relieves the office of the Chief Operating Officer of clerical work and minor administrative and business detail by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following; other duties may be assigned.

· Maintain the support function for the Chief Operating Officer and the staff of the Office of the Chief Operating Officer.

· Coordinates the activities of the Chief Operating Officer and follow-up on directives given by the Chief Operating Officer to other employees.

· Acts as a personal assistant to the Chief Operating Officer. This will include running any personal errands, etc. that may be requested by the Chief Operating Officer

TASKS AND DUTIES

· Researches ideas, plans, potential projects, and contacts as directed by the Chief Operating Officer.

· Locates and/or purchases trade books and magazines, as instructed by the Chief Operating Officer.

· Translates the goals, ideas, and instructions of the Chief Operating Officer into written documentation and disseminates the information as instructed.

· Maintains personal and corporate files and information for the Chief Operating Officer and provides them for his/her use as requested.

· Screens incoming calls and visitors for the Chief Operating Officer.

· Sorts and delivers corporate mail.

· Assists with reception duties as needed.

· Attends functions to ensure satisfactory outcome.

· Performs administrative duties associated with scheduling and coordinating meetings and planning events.

· Performs filing, typing, data input, and other clerical support to all of the other staff in the Office of Chief Operating Officer and personnel, as assigned by the Chief Operating Officer.

· Transmits emails for all other staff in the Office of the Chief Operating Officer, as required, and maintains files of the correspondence.

· Pulls and puts files to dead storage, as required.

· Assists the Chief Operating Officer with his/her duties, as assigned.

· Prepares and distributes internal communications and serves as a central clearing position for general information.

· Schedules appointments for the Chief Operating Officer, arranges meetings and resolves scheduling conflicts. Reminds the Chief Operating Officer of upcoming appointments.

· Gathers and documents information for meetings, including directions, as required for the Chief Operating Officer.

· Takes notes and memos from the Chief Operating Officer and translates them into memos for employees or customers.

· Prepares letters for the Chief Operating Officer, as instructed. (Has the ability to take ideas or a list of points and turn them into corresponded in both letter and verbal form.)

· Arranges travel, accommodations, and rental car reservations for the Chief Operating Officer, in a cost effective manner, according to the preferences and instructions of the Chief Operating Officer.

· Serves as the Chief Operating Officer’s personal assistant.

· Meets, anticipates, and fulfills the administrative needs of the Chief Operating Officer.

· Assists other personnel in the Office of the Chief Operating Officer, as instructed by Chief Operating Officer this is done with the understanding that the requirements of the Chief Operating Officer are to be met first.

· Coordinates courier services, pickups, and deliveries.

· Maintains personal work area, common office areas, and the Chief Operating Officer’s office in a neat and clutter free condition.

· Offers coffee, water, or refreshments to visitors, as instructed by the Chief Operating Officer.

· Cleans visitor’s dishes and glassware.

· Obeys all safety rules and regulations.

· Obeys all company rules and regulations.

· Special projects or other related tasks and duties as assigned or requested.

MEASURES OF PERFORMANCE

The Executive Administrative Assistant’s work will be deemed to be acceptable when:

· He/she maintains a good working relationship with coworkers.

· The Chief Operating Officer is satisfied with the quality and quantity of work performed.

· Customers receive prompt and professional service.

· Phones have been answered within no more than three (3) rings.

· The Chief Operating Officer’s office and his/her personal workspace are neat and clean.

· Tardiness and absenteeism is less than 2%.

· The Chief Operating Officer has been kept informed of any potential problems.

· The Chief Operating Officer has been consistently informed, in advance, of all scheduled appointments, meetings, and commitments.

· The Chief Operating Officer is satisfied with the level of support he/she has received from this position.