Summary
The Executive Administrative Assistant is primarily responsible for performing a variety of support functions including administrative activities, supply ordering, scheduling appointments, and travel, answering incoming calls, mail distribution, overseeing the postage and shipping accounts, leading oversight for our travel systems, and providing meeting/training support. You will also be working with others who are passionate about energy efficiency and making a positive impact on the industry.
Responsibilities
- Provide administrative support to Executives as needed, provide general office support with a variety of clerical activities and related tasks
- Assist with travel arrangements for certain employees and take lead on the administration of the corporate travel service. Also, provide input to the organizational travel policy.
- Coordinate coffee & beverage service and kitchen duties
- Oversee building maintenance schedule
- Greet visitors to the office
- Coordinate scheduling of the meeting spaces
- Order office supplies and food for Executive and office meetings, as well as training events.
- Supervise and approve office supply orders for all locations. Choose standard office supplies and negotiate pricing with suppliers to drive towards annual cost savings goals.
- Answer and refer incoming calls to the appropriate person or department
- Stamp, sort, and distribute incoming mail
- Oversee the shredding service, postage machine, and shipping agreements/contracts for all offices
- Train personnel at each location on shipping process & procedures
- For new offices, assist with initial startup order of supplies, office, and kitchen equipment selection, and utility service
- Assist in planning of company meetings and events
- Perform analytic and query work, as well as compile reports based on data.
- Other duties as required
Requirements
- High school diploma or equivalent (GED)
- Associates Degree - Preferred
- Two years of relevant experience
- Excellent verbal and written communication skills
- High competency level with MS Office: PowerPoint, Word, Excel, and Outlook
- Must be able to communicate and interact with individuals at all levels of the organization
- Professional demeanor
- Strong organizational skills
- Ability to work independently, exercise judgment, and maintain confidentiality
- Must be able to juggle multiple competing tasks and demands
- Reliable transportation
- Valid driver’s license
