Summary
The Executive Assistant proactively performs advanced, confidential, and high-level administrative duties
in support of the Division and Sr. Leadership to ensure efficient operations. Applies broad and
comprehensive experience, skills, and knowledge to manage business calendars, prepare presentations
and announcements, manage event coordination and logistics for the Division, assist in the execution of
special projects, and complete a variety of other administrative responsibilities.
Essential Functions
This job description reflects management's assignment of essential functions; it does not prescribe or restrict
the tasks that may be assigned.
* Serves as the point of contact for Division-related inquiries.
* Provides project support to the Division Leadership team.
* Plans, coordinates, and executes division-wide events, meetings and conferences.
* Exercises discretion when dealing with confidential information.
* Assists in the planning and execution of special projects as assigned by Sr. Leadership.
* Coordinates cross-functional teams to achieve project objectives.
* Plans and arranges domestic and international travel as directed.
* Maintains complex business calendars in support of the Sr. Leadership using MS Outlook.
* Coordinates, prepares and is responsible for minute taking during meetings.
* Prepares simple to complex presentations, flyers, and announcements from rough outline using
MS PowerPoint.
* Defines and generates project timelines and facilitates completion of initiatives within agreed upon
timeframes.
* Manages event budgets, negotiates contracts with vendors and ensures compliance with
company policies.
* Prepares expense reports and manages invoicing.
* Manages and orders office supplies, equipment, conference rooms and break rooms for the
Division.
* Responds and coordinates with Maintenance or the Real Estate team, building maintenance
issues, including equipment, canteen and plumbing needs.
* Greets visitors, opens, and distributes mail for the Division.
* Assists with onboarding new employees.
* Establishes and maintains office files to ensure immediate retrieval upon request.
* Maintains satisfactory attendance, to include timeliness.
* Responsible for understanding and complying with applicable quality, environmental and safety
regulatory considerations.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill and ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
* High school diploma or State-issued equivalency certificate plus 5 years of administrative
experience or department administrator experience reflecting increasing levels of responsibility.
* Experience with event planning and coordination.
* Strong organizational and multitasking abilities with high attention to detail.
* Skilled in the use of MS Office Suite to include Word, Excel, PowerPoint, OneNote and Outlook at
an intermediate level.
* Skilled in reading, comprehending, interpreting and executing simple instructions, short
correspondence and memos.
* Skilled in writing simple correspondence.
* Skilled in adding, subtracting, multiplying and dividing using whole numbers.
* Role is on-site, Monday through Friday, typically 8am - 5pm. Must be able to work overtime as
needed, including to help with events during graveyard shift.
Preferred Qualifications
* 8 years of administrative experience reflecting increasing levels of responsibility.
* Experience at the Executive Assistant level.
* Uses sound judgment in making independent decisions required in performing duties.
* Knowledge of standard office practices and procedures, to include skill in composing and
formatting correspondence, business proposals and presentations.
* Project management experience.
* Strong verbal, organizational and interpersonal skills.
* Skilled in organizing and prioritizing work to meet deadlines.
* Skilled in working independently and exercise sound judgment in making independent decisions.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit, use hands to finger,
handle or feel and talk or hear.
Work Environment
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate
Compensation
1. Hiring Hourly Rate: $29.86 - $ 35.10
2.Actual compensation amount paid may be lower or higher to be determined by factors other than race and gender such as the education, experience, knowledge, skills and abilities of the applicant, internal equity, and alignment with market data.
Perks & Benefits
1.This position includes a competitive benefits package.
2.Please clickhereto view our full list of benefits.
G3 Enterprises
$29.86 - $ 35.10
Mar 12, 2025