EXECUTIVE ADMINISTRATIVE ASSISTANT

The Executive Administrative Assistant is responsible for providing administrative assistance to the Chief Financial Officer, including typing and producing correspondence, coordinating communication between various senior management personnel, preparing various board meeting materials and minutes, coordinating Northwest's involvement with specific local events, communicating with external contacts and local organizations. This position oversees conference room scheduling throughout the organization, oversees company credit cards, takes telephone calls, and handles queries. This position performs various administrative/executive support and clerical duties, and also communicates, supports, summarizes data, and presents it in an organized manner while working with members of the department.

Essential Functions

Type letters, memos and correspondence
Greet and direct visitors in a professional manner
Handle customer complaints
Interact with members of various Boards and Management
Assist the Corporate Secretary
Coordinate equipment maintenance
Prepare various board meeting agendas and materials
Oversee reservations of meeting/conference rooms
Provide Notary services as required
Prepare various reports and summaries
Coordinate schedules and calendars
Maintain a tickler file of all policies
Notify responsible individuals 60 days in advance that a policy is required to have an annual update
Diplomatically represent Northwest and the executives at all levels of the corporate hierarchy which includes interacting with various executive level internal clients across all lines of businesses
Exercise a high level of tact and maintain a high degree of discretion due to role of department within the organization and related exposure to confidential data, ensuring frequent dealings with external parties, who are influential or important to the organization, are appropriately managed
Independently plan, organize, and perform advanced, complex, and confidential administrative support activities including special projects as assigned
Plan, coordinate, and oversee event planning for all meetings, both on and off site
Schedule internal and external meetings; adjust and prioritize last-minute changes including logistics such as conference rooms, events, and catering
Field emails and meeting requests; handle meeting conflicts and prioritization issues
Assist with staff onboarding and off boarding which includes requesting equipment setup, system access and lending authority levels
Perform specialized, confidential secretarial work
Type correspondence, meeting minutes, contracts, and other documents and distribute as necessary
Screen incoming calls and determine the level of priority while using caution in dispensing information
Organize vendor invoices as needed for prompt payment and act as liaison between department and Accounts Receivable
Open, sort, and distribute incoming correspondence including mail and emails
Sign for and deliver UPS/FedEx deliveries
Conduct research, compile data and prepare summary reports as necessary
Maintain office/kitchen supply inventory, arrange for repair or maintenance of office equipment as needed, order office supplies
Manage calendars, schedule meetings, prepare correspondences and presentations and manage travel arrangements and expense submissions
Submit requests to process employee changes
Process documents and managing electronic files/presentations
Proof read reports, lists, and other information for accuracy

Experience

8-12 years executive administrative assistant experience preferred, proven PC skills including all Microsoft Office applications, organizational skills with demonstrated ability to prioritize workload and attention to detail

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