Guest Supply, LLC

  • Executive Assistant

    Job Locations US-NJ-Somerset
    Posted Date 3 weeks ago(5/2/2018 11:33 AM)
    Job ID
    2018-1783
    # of Openings
    1
    Category
    Administrative/Clerical
  • Overview

    The Executive Assistant performs administrative support for executive management.  Responsibilities include but are not limited to screening calls and handling information requests; preparing correspondence, reports  and presentations; scheduling conference calls, meetings and events; making travel arrangements; training and supervising other support staff and customer relations.  Sensitivity to confidential information and matters is required. 

    Responsibilities

    • Prepare and edit correspondence (memos, letters, etc.), presentations, reports and other documents in response to verbal and/or written instructions with a high degree of accuracy and presentation. Conduct research and compile data as necessary.   Maintain files and records.
    • Answer and discreetly manage incoming calls including handling routine inquiries, taking messages and/or routing as needed. Receive and interact with incoming visitors and determine whether they should be given access to specific executive.
    • Exercise discretion is organizing and maintaining executives’ schedules, appointments and travel arrangements. Arrange and coordinate conference calls, meetings, events and facilities.  Prepare a gendas.  As requested, attend meetings to record minutes.  Compile, transcribe and distribute minutes of meetings, if applicable.  Organize luncheons/dinners, if needed.  Arrange travel (domestic and international) through internal and external agencies.  Prepare itinerary, trip file and supplies, if needed.  Complete expense reports after trip. 
    • Monitor, screen, respond to and distribute incoming communications, including faxes and email. Read and analyze incoming memos, submissions and reports to determine their significance and distribution.  Prepare responses to correspondence containing routine inquiries.  Arrange essential mail in priority action for executive.
    • Perform general office duties such as ordering supplies, maintaining records and management database systems, filing and retrieval of corporate documents, records and reports. Coordinate and direct office services, including reception coverage, housekeeping and security access badges. 
    • Assist with other special projects as requested.  Monitor delegated tasks to ensure progress to deadlines.

    Qualifications

    • Demonstrated poise, diplomacy and tact. Ability to use discretion when giving out information and referring and directing callers and visitors.
    • Excellent communication (verbal and written, including editing and proofreading), interpersonal and professional interactive skills are necessary to perform at a high degree of proficiency. Ability to effectively present information and respond to questions from customers, management and inter-department staff.  Capable of working with internal staff from other departments in a proactive and constructive manner.
    • A mastery of organizational and project management skills, including the ability to plan, prioritize and execute multiple initiatives/deadlines autonomously and shift priorities as necessary. Able to manage large, complex projects.  Uses time effectively. 
    • Knowledge of scheduling and coordinating travel arrangements.
    • Ability to build working relationships with internal business partners, vendors and customers.
    • Customer Service – Respond promptly to requests for service and assistance as needed. Follow up as needed.
    • Problem Solving - Identifies and resolves problems in a timely manner. Gathers and analyzes information skillfully. Develops alternative solutions.
    • Judgment - Displays willingness to make decisions. Exhibits sound and accurate judgment. Makes timely decisions.
    • Professionalism - Approaches others in a tactful manner. Reacts well under pressure. Follows through on commitments.
    • Detail Oriented – Attention to details and accuracy.
    • Ability to understand and execute all relevant policies and procedures in a consistent, timely and objective manner.
    • Proficient use MS Office (Word, Excel, PowerPoint, Access and Outlook). Able to create presentations, charts, graphs, databases, and spreadsheets.
    • Superior typing skills and ability to operate standard office equipment.
    • 5+ years of executive level administrative work experience. 
    • Associates Degree or professional administrative certification in business, office management or a related field.
    • Bachelor Degree preferred or equivalent education and experience.

    Here are just some of the benefits you will enjoy in this role:
    Health, dental and vision insurance
    401(k) with company match
    Short and long term disability insurance
    Flexible dependent and health spending accounts
    Paid time off – vacation, sick and personal days

    WORKING CONDITIONS
    While performing the duties of this job, the employee is regularly required to sit, stand, walk and use hands and fingers to operate a computer keyboard, mouse, and telephone to talk and hear. The employee is frequently required to sit and reach with hands and arms. The employee must occasionally lift and/or move up to 20 lbs.
    While this position will primarily work in an office environment, travel, including overnight (approx. 30 %) may be required to attend company events, staff meetings, training sessions, customer meetings and/or industry or vendor trade shows.
    May be required to utilize personal vehicle for business travel that may result in long periods of sitting. Must maintain a valid driver license with a driving record that meets Company minimum standards and maintain current automobile insurance coverage as set forth by Sysco.
    The noise level in the work environment is usually moderate.
    Overtime work may be required depending on business needs.


    NOTICE: The above statements are intended to describe the general nature of the environment and level of work being performed by this job. This job overview in no way states or implies that the duties and responsibilities listed are the only tasks to be performed by the associate in this job. The associate will be required to follow any other instructions and to perform any other job related duties requested by his or her supervisor.

    Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
    This job description supersedes prior job descriptions. When duties and responsibilities change and develop, the job description will be reviewed and is subject to changes of business necessity.

    EEO/AA Employer

     

     

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