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Executive Assistant

Company: Robert Half International
Location: Carmel
Posted on: September 23, 2022

Job Description:

The primary role of the Assistant to the President is to increase his effectiveness and productivity by doing as many tasks as possible that free him up to concentrate on strategic and high value-added activities. More than an administrative assistant, the Assistant to the President understands the President's agenda and expectations and coordinates, organizes and assists him in completing his tasks. The Assistant acts as an administrative secretary handling traditional responsibilities such as correspondence, filing, scheduling and booking travel arrangements. The Assistant acts on behalf of the President in defined areas by making decisions, forming recommendations, solving problems, interpreting policy and following up to ensure deadlines are met.Finally, the Assistant is charged with specific responsibilities for managing people, resources and processes.

Essential Position Duties:

  • Manage all correspondence, i.e., composition, dictation, letters, phone calls, making contacts, invitations, Contacts List, etc.
  • Planning, coordinating and scheduling of meetings, appointments, calendars, events, activities, etc.
  • Manage travel activities- establish dates, make airline, hotel, restaurant and rental car reservations. Keep corporate aircraft log.
  • Manage expenses - review, approve and assign appropriate account numbers to credit card bills, expense books and other invoices. Manage certain budget expense accounts.Manage checkbooks, credit cards, trust accounts, etc.
  • Screen outside contact, i.e., incoming telephone calls, e- mail messages, surface mail and visitors. Protect the President's valuable time while providing access or professional support when appropriate.
  • Follow up to ensure expected activities, results, arrangements and actions are on schedule or complete. Proactively verify, remind, assist, push and facilitate to ensure assigned tasks are completed.
  • Assist in or complete assigned projects, e.g., data collection, analysis, summarization, reporting and recommendations. Defining, documenting and improving business processes. Documentation of annual corporate business plans. Special projects as assigned.
  • Able to act for the President by answering questions, scheduling time, responding to correspondence, asking questions or gleaning information in a meeting. Identify and solve problems independently while keeping the President informed as needed.
  • Manage confidential company and personal information, personnel files, manufacturer sales and service agreements, key corporate contracts and agreements, related entity records, checkbooks, expenses and invoices.
  • Maintain corporate real estate records, leases, contracts, purchase agreements, deeds, title policies, blueprints, financial records, etc. Serve as the curator and librarian of all facility and real estate documents.
  • May be asked to perform supervisory responsibilities.

    - Excellent interpersonal, negotiation, and conflict resolution skills

    - Experience handling confidential business matters and information with discretion

    - Strong time management skills preferred

    - Strong organizational skills and attention to detail are a must

    - Proven ability to build strong relationships, influence and interact at all levels across the organization

    - Strong analytical and problem-solving skills

    - Must be detail-oriented and have strong organizational skills

Keywords: Robert Half International, Carmel , Executive Assistant, Other , Carmel, Indiana

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