• Executive Administrative Assistant

    Location US-KY-Florence
    Posted Date 2 weeks ago(11/5/2018 4:56 PM)
    Job ID
    # Positions
  • Overview

    Provides personal administrative support to CEO – North America and the North American Leadership Team. Provides high-level clerical support and project-based work. Responsibilities may include managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training and supervising other support staff; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of the global internal management team and staff, as well as outside clients and vendors. Sensitivity to confidential matters and discretion is required.


    Essential Functions:

    • Manages CEO NA’s calendar and independently schedules appointments. Coordinates meetings schedules and secures appointments upon request.
    • Screens incoming calls and correspondence and responds independently when possible.
    • Prepares memorandums outlining and explaining administrative procedures and policies where applicable and monitors compliance.
    • Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budgets.
    • Directs preparation of records such as agendas, notices, minutes, and resolutions for corporate meetings.
    • Arranges media coverage and interfaces with government entities regularly on behalf of the CEO NA or as requested to maintain positive relations and build brand recognition within the community.
    • Acts as a custodian of corporate documents and records.
    • Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents.
    • Creates and maintains database and spreadsheet files.
    • Arranges complex and detailed travel plans and itineraries domestically and internationally, compiles documents for travel-related meetings, and accompanies CEO NA when requested.
    • Creates and develops visual presentations for Executive Staff.
    • Coordinates office moves within the Florence, KY campus, interfacing directly with vendors and suppliers (architects, furniture and fixture suppliers, etc).
    • Designs and compiles general correspondence, memos, charts, tables, graphs, business plans, newsletters, etc.
    • Organizes and maintains file system, and files correspondence and other records.
    • Compiles, transcribes, and distributes minutes of meetings.
    • Greets scheduled visitors and conducts to appropriate area or person.
    • Conducts research, and compiles and types statistical reports.
    • Orders and maintains supplies, and arranges for equipment maintenance upon request.


    Required Education & Experience: 

    • Associate's degree (A. A.) or equivalent from two-year College or technical school and five years of executive administrative experience or seven to ten years’ executive administrative experience and/or training; or equivalent combination of education and experience.
    • To perform this job successfully, an individual should have knowledge of Outlook, Internet software and Microsoft Office Suite (Excel, Access, PowerPoint, and Word). Must be proficient with fax machine, photocopier, scanner, video conferencing and telephone systems.
    • Computer literate with the ability to learn new software applications as needed.
    • Duties require professional verbal and written communication skills and the ability to type 60 wpm.
    • Visibility or work requires attention to detail, excellent organizational skills, and discretion with confidential information.
    • Must be proficient in keyboarding and good spelling, punctuation, grammar, and oral communication. Good customer service and interpersonal skills as well as organizational skills necessary

    Preferred Education and Experience: 

    • Bachelor’s Degree.
    • Bilingual German or Spanish.
    • Project Management.


    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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is occasionally required to climb or balance; and stoop, kneel, crouch or crawl. The employee must be able to lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.


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