POSITION SUMMARY

The Executive Administrative Assistant will be responsible for reporting to and working closely with the executive team in providing support to the daily operations and administration of senior management.

Minimum Requirements

• Certificate or Diploma in business administration or related program;
• Three to four (3-4) years of experience in an administrative assistant role or from working in a similar office environment;
• Legal background is preferred;
• Knowledge of and experience with computer systems;
• Demonstrated ability to type 60 words per minute;
• Ability to act with minimal supervision, discretion, maturity, and absolute confidentiality;
• Outstanding organizational and time management skills;
• Exceptional written, verbal and interpersonal communication skills;
• Experience booking travel accommodations
• Highly proficient with MS Office and the ability to learn new technology quickly; and
• Occasionally required up to lift 15lbs

Reporting to the President the duties and responsibilities of the Executive Administrative Assistant include, but are not limited to, the following:
· Preparing reports, memos, invoices letters, correspondence and other documents;
· Answering phones and routing calls to the correct person or taking messages;
· Filing and retrieving company records, documents, reports, and contracts;
· Researching and conducting data to prepare documents for review and presentation by executives;
· Coordinating, and preparing for meetings and conferences;
· Accurately recording minutes from meetings;
· Greeting visitors and deciding if they should be able to meet with executives;
· Using various software, including word processing, spreadsheets, databases, and presentation software such as Microsoft Office;
· Making travel arrangements;
· Maintain diary, arrange meetings and appointments and provide reminders;
· Performing office duties that include ordering supplies and managing and controlling inventory;
· Managing a contact database;
· Updating, accessing, and managing contracts and agreements with vendors, and partners;
· Handling executives’ requests and queries appropriately;
· Accessing our Collision Reporting and Occurrence Management System (CROMS) and related databases to pull statistical information, including reports.
· Processing requests for collision reports, both in person and through mail from citizens, lawyers and external partners from CROMS;
· Maintaining personnel information as required;
· Opening, sorting and distributing incoming faxes, emails, mail and other correspondence; and
· Provide general administrative support.
Other
· Must have Executive Assistant experience (will not be considered without)

Minimum Requirements

• Certificate or Diploma in business administration or related program;
• Three to four (3-4) years of experience in an administrative assistant role or from working in a similar office environment;
• Legal background is preferred;
• Knowledge of and experience with computer systems;
• Demonstrated ability to type 60 words per minute;
• Ability to act with minimal supervision, discretion, maturity, and absolute confidentiality;
• Outstanding organizational and time management skills;
• Exceptional written, verbal and interpersonal communication skills;
• Experience booking travel accommodations
• Highly proficient with MS Office and the ability to learn new technology quickly; and
• Occasionally required up to lift 15lbs.