Executive Assistant to CEO / High level Executive (3 months…

RESPONSIBILITIES:

· Oversees heavy calendar management, requiring interaction with both internal and external executives, other executive assistants and external vendors to coordinate a variety of complex executive meetings

· Communicates and handle incoming and outgoing electronic communications on behalf of the executive

· Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner

· Designs and produces varies reports and presentations for multiple department projects and meetings

· Oversees and administers department specific programs or long range assignments

· Coordinates travel arrangements and prepares expense reports

· Produces, formats and edits correspondence and documents

· Creates and maintains necessary tracking/coordination spreadsheets

· Schedules department events, conference facilities, weekly/month department meetings, and plans and negotiates food and site locations where necessary

· Prepares meeting agendas and coordinates meeting minutes

· Receives and processes bill payments

· Researches, prices and purchases office supplies

· Performs special projects as assigned

· Coordinates field office activities providing administrative oversight and support to management

· Responds to issues/concerns from associates relating to building maintenance and operations

· Serves as POC for all external vendors and guests entering the premises

· Serves as office Liaison for communication distributions and leads associate and community programs such as WAVE, Day of Service, Associate appreciation events, and Safety programs to support the market

· Serves as office Liaison for communication distributions

· Coordinates office supplies and/or requests. Orders office and break room supplies for entire field office

· Identifies/recruits potential vendors and develops/maintains vendor contacts

· Assists in developing short range plans for overall area activities

· Coordinates onboarding activities for new hire orientations

· Manage I-9 process for field office

· Supports field office staff events, coordinates materials and invitations, and plans and orders food where necessary

· Creates and routes Personnel Action Forms (PAFs) to corporate HR

· Partners with Corporate, as Caption for Market Emergency Preparedness Committee, responsible for necessary procedures

· Independently takes proactive and effective consultative approach to anticipate, define and provide sound solutions to employee inquires

· Maintains guest sign in sheet, maintains general office equipment, screens and directs incoming calls, greets visitors, and maintains conference room calendars

· Receives all incoming mail, Fed Ex and UPS packages for market, and then distributes to appropriate individual

Job Types: Temporary, Contract

Salary: $20.00 to $29.00 /hour

Experience:

• Documentation: 5 years (Required)
• Travel Arrangements: 5 years (Required)
• Executive assistant to High level Officials: 5 years (Required)
• Handling Incoming / outgoing calls and email for Authorities: 5 years (Required)
• Calendar Management: 5 years (Required)
• Schedule Appointments: 5 years (Required)

Education:

• High school or equivalent (Required)