Executive Administrative Assistant

Executive Administrative AssistantThe Executive Assistant handles a wide range of administrative and executive support related tasks and must be able to work independently. Works closely with executives and other internal and external sources to provide administrative support for an executive.Job Duties & ResponsibilitiesPerforms administrative duties including typing, copying, and filing correspondences, memos, letters, etc.May also order office supplies, maintain records management systems, and schedule meetings or make other special arrangementsOrganizes, prioritizes and sorts large volumes of incoming correspondences, including faxes, mail, and emailPrepares responses to correspondence containing department inquiresDesigns, organizes, and maintains specialized and custom forms, records, reports, and filesCreates new files and updates computer information as neededMaintains executive calendar and schedules appointments for both internal and external sourcesSchedules conference rooms; arranges catering and equipment and forwards meeting requests via Microsoft OutlookAdditional duties may be required depending on meeting needsAssists with preparation of presentation materialsMaintains strict confidentiality of all corporate, personnel and research mattersMay have direct supervision for personnel and may participate in decisions involving hiring, promotion, wage/salary change and termination of employmentReviews, approves, and/or maintains departmental administrative records and reports such as: timecards, vacation requests, status changes, and expense reportsAssists with projects as needed by executive staffPerforms other duties as assignedJob Specific SkillsAdvanced knowledge of administrative and clerical procedures and systems such as managing files and records, data entry, set up functions, process information and other office procedures and terminologyAdvanced knowledge of principles and processes for providing customer and personal service. Includes executive and customer needs assessment and meeting quality standards for servicesAdvanced ability to communicate with people outside the organization, representing the organization to clients, the public, government, and other external sources. This information may be exchanged in person, in writing, or by telephone or e-mailDetail oriented and highly organizedAbility to demonstrates accuracy and thoroughness and monitors own work to ensure qualityExcellent calendar management skills, including the coordination of complex executive meetingsExperience in the oil and gas industryEducation Minimum: Bachelor's degree - from accredited universityExperience Minimum: 8 years related work experience