Executive Assistant - #1403298

Higginbotham


Date: 6 days ago
City: Louisville, KY
Contract type: Full time
Position Summary: Responsible for performing all administrative support and personal assistant to executives. Also provides assistance to other leaders of the Agency.

Supervisory Responsibilities: None

Essential Tasks:

  • Daily personal and telephone contact with customers and other businesses
  • Daily interaction with all department managers and employees within the Agency
  • Coordinate meetings, travel, and events with the two top executives
  • Plan or assist with all internal meetings (kick-offs, AM meetings, Producer meetings, etc.)
  • Circulate monthly Financial Reporting package
  • Organize, file and retrieve corporate records, documents and reports

Non-Essential Tasks:

  • Prioritizes workload
  • Must be able to work with little or no direction
  • Support annual business planning process and management meetings
  • Prepare correspondence and other documents
  • Maintain calendar for executives
  • Open, screen and route mail to the appropriate person
  • Make copies and assist in creating presentations when necessary
  • Schedule all activities in main conference room
  • Maintain supplies for conference room (drinks, napkins, plastic ware, etc.)
  • Order, pick up, and set up food for meetings
  • Order flowers and memorial gifts for clients and employees
  • Order and distribute client Christmas gifts
  • Monthly internal calendar for employees
  • Conduct research as requested
  • Handle and order tickets with employees and clients for sporting and cultural events
  • Arrange travel and transportation for visitors when in town
  • Arrange for repairs to building appliances when necessary
  • Assists with Agency sponsored activities and events
  • Basic bookkeeping and record maintenance
  • Provide assistance to HR

Core Competencies:

  • Leadership: Display leadership skills and ability to motivate fellow employees
  • Ability to Analyze and Solve Problems: Skill in recognizing challenges, exploring options, and implementing effective solutions in a timely manner
  • Attention to Detail: A strong focus on completing tasks and projects accurately and thoroughly
  • Communication Skills: Capable of expressing ideas clearly in both verbal and written forms and engaging with various audiences
  • Timely Task Completion: Ability to finish tasks and projects efficiently, managing resources and priorities effectively
  • Team Collaboration: Willingness to work together with others, promoting teamwork and supporting shared goals
  • Client Focus: Dedication to understanding and addressing the needs of clients and stakeholders to ensure their satisfaction
  • Dependability: Acknowledgment of the importance of being present and punctual.
  • Creative Thinking: Openness to suggesting new ideas and methods to improve processes and outcome
  • Organizational Skills: Capability to prioritize tasks and manage multiple projects simultaneously
  • Adaptability: Willingness to adjust to changing situations and priorities, showing resilience in a dynamic work environment

Experience and Education:

  • College degree
  • 5-10 years administrative experience is required
  • 3-4 years customer service experience is required

Licensing and Credentials:

  • None

Systems:

  • Proficient with Microsoft Excel, Word, PowerPoint, and Outlook

Physical Requirements:

  • Ability to lift 25 pounds
  • Repeated use of sight to read documents and computer screens
  • Repeated use of hearing and speech to communicate on telephone and in person
  • Repetitive hand movements, such as keyboarding, writing, 10-key
  • Walking, bending, sitting, reaching and stretching in all directions

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