EXECUTIVE ASSISTANT
General Summary:
The Executive Administrative Assistant is responsible for supporting assigned functions, with no direct reports. This position is based at our Home Office in Columbus, OH.
Reports to: Vice Chair & President, Chief Product Officer
Essential Duties and Responsibilities:
• Maintain daily and weekly executive schedule through calendar management
• Ensure that executive meets appointment and/or scheduled meetings
• Coordinate and communicate changes in the schedule with all affected parties
• Coordinate all messaging and requests for executive time
• Screen and direct incoming calls, correspondence and visitors
• Answer questions and furnish information to keep executive’s time free of minor work detail
• Set up and coordinate all travel arrangements for executive
• Generate and/or distribute various department reports assuring accuracy and content
• Compose and edit correspondence on behalf of executive
• Seek executive’s advice and counsel on matters that require a direct response and maintain the strictest of confidentiality
• Route and answer routine correspondence not requiring executive’s attention to ensure timely and accurate response
• Generate reports from Business Objects and MS Excel as needed
• Information and communication coordinator for area
• Create various reports, correspondence, recaps, and project timelines as needed
• Mailroom functions: Shipping/Delivery/Tracking of correspondence and packages
• Maintain records on budget and advises executive of status
• Process all department expenses according to established corporate processing guidelines
• Ensure that legitimate expenses are paid in a timely fashion and research and resolve discrepancies
• Coordinate with various financial departments to ensure timely flow of budget information
• Detail & Reconcile Expense Reports and Cash Expense Reimbursement Reports for Executives
• Manage travel planning and maintain current spreadsheets of past and future travel and expenses
• Maintain an effective filing system that is easily maintained and accessible by executive
• Ensure that appropriate documents are filed in a timely manner and in accordance with Company policies and procedures and ensure that sensitive documents are secured
• Collaborates Cross-functionally with other Executive Assistants
• Supports other area Executives as needed
Required Skills and Competencies:
Required Skills:
• High level of office software skills to include Microsoft Office Suite
• High level of both verbal and written communication skills
• High degree of confidentiality and organization skills
• Demonstrated work experience to project a professional image
Competencies
SETTING GOALS – Creates and follow effective plans. Anticipates risks, creates contingency plans. Aligns plans with goals. Allocates adequate resources. Accepts and supports change. Willing to take risks and suggests new ideas, approaches. Takes initiative. Seeks out learning activities.
WORKING WITH OTHERS – Clearly articulates own, other’s goals. Promotes a team atmosphere by demonstrating humility and respect. Builds effective relationships, relates well to others. Delivers and responds to feedback in a constructive manner. Considers multiple perspectives. Handles conflict, pressure, uncertainty and adapts independently. Meets commitments. Dedicated to working with business partners on their expectations.
GETTING RESULTS – Personally accountable for work performance targets and achieving results. Prioritizes well. Anticipates and handles obstacles effectively. Makes good, timely decisions. Can simply and process complex problems. Understands underlying issues and addresses root causes. Meets deadlines, works until finished.
Qualifications:
Minimum Experience:
• 5-7 years’ experience at an Administrative Assistant level
• Previous corporate retail experience required
Preferred Qualifications:
Minimum Education:
• Bachelors degree, preferred
• CAP certification a plus (Certified Administrative Professional)