Executive Assistant
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Executive Assistant
Ref No.: 17-15139
Location: Brooklyn, New York
Duties:
-Provides confidential administrative support to Pretyman and Operations Performance Management team in Waltham.
-Prepares and composes email notices, regular correspondence, forms, reports and documents as needed.
-Prioritize, organize and maintains records, files, and office supplies.
-Schedules appointments using Outlook and coordinates all arrangements, meetings, conferences, video conferences, Town meetings, etc.
-Arranges travel using company travel agent, pays invoices, prepares expense reports using Peoplesoft, enters time (vacations, holidays, etc.,).
-Routes and answers correspondence not requiring director's attention
-Prepares routine letters and memos for director's review
-Responsible for time entry, vacation, sick time and holiday monitoring
-Organizes and expedites work flow through directos office and initiates follow-up actions
- Maintains organizational charts, roles and responsibilities pertaining to Operations Performance.
-Manage department invoices (i.e., check request preparation and payment processing)
- Interrogate databases to sort/report information on pre-determined criteria
- Produces a variety of correspondence, reports and presentations using Microsoft Office suite.
- Organizes and maintains department databases using computer software and produces reports as required.
-Performs other duties as assigned.
Skills:
- Ability to maintain confidentiality a must.
- Associates Degree in Secretarial Science or 5 years experience supporting executives from the title of , Director, or Vice President.
-Ability to work in a fast-paced and multi-tasked environment a must. Primary activities include calendar management and travel planning both things change minute-by-minute and need to be managed to the fullest extent.
-Demonstrated communications and interpersonal skills necessary to effectively handle external and internal customers using clear, concise and accurate avenues.
-Demonstrated organizational and time management skills.
-Working knowledge of computer software including, but not limited to, Microsoft Office, PeopleSoft, Visio, IMS and Sharepoint.
-Ability to maintain confidentiality.
-Ability to prepare reports, gather and summarize data and handle a variety of tasks in a complex and dynamic environment.