Job Description
Position Summary
Provide administrative, secretarial and clerical assistance to the CEO and Senior Management of company. Provide Office Management functions for Corporate Office. Frequently handle information of a confidential nature.
Essential Duties and Responsibilities
- Answer/screen phone calls, take messages, retrieve voicemail for CEO.
- Schedule internal/external meetings for CEO using Outlook.
- Prepare and edit correspondence for CEO and Senior Management.
- Provide support to the VP, Business Development and the Proposal Manager by editing proposal material, finalizing proposals by combining appropriate boiler plate files with content specific to each deliverable, proofing final draft for formatting and consistency and producing final copies in both hard and electronic formats.
- Process emails from company website, either responding to emails or forwarding to proper person and/or department for response.
- Process weekly departmental reports for CEO.
- Prepare and maintain Business files for company.
- Research and prepare weekly parking related Press Clips for company.
- Manage annual Courtesy Card/Holiday Card program for associates of Colonial.
- Responsible at all times for reviewing, understanding and acknowledging in writing when requested, the company provided policies and procedures that directly support completing my required work duties.
Non-Essential Duties and Responsibilities
- Manage and schedule monthly CEO/Manager Huddle Calls.
- Manage and process charitable contributions for company.
- Process subscriptions and association membership invoices for payment.
- Print large documents (e.g., P&L) for CEO.
- Make travel arrangements, as needed.
- Perform other duties as assigned or when necessary.
Minimum Job Qualifications
- 5 years secretarial/administrative experience including providing administrative support to executive teams.
- Proven ability to respond to and manage multiple and changing hard deadlines as determined by executive team.
- Demonstrated ability to work with little direct supervision.
- Excellent word processing, organization, communications and general computer skills required.
- Established experience in Microsoft Office Products, including Word, Excel, Power Point and Outlook.
- Excellent oral and written communications and comprehension skills are required.
Qualifications Desired
- Experience with office management desired, but not required.
Performance Standards
This position will receive an annual performance review from the direct supervisor to discuss actual performance as compared to company stated expectations and agreed upon job related performance goals.
Physical Demands and Working Conditions
The physical demands of this position and the work environment characteristics described below are representative of those that must be met, with or without reasonable accommodations, by an employee to perform the essential functions of this position. Reasonable accommodations will be made to enable individuals with disabilities to perform these essential job functions.
Physical Demands: As part of performing the duties associated with this position, the employee will be required for a period of time to stand, walk, sit, handle tools or controls, reach with hands or arms, talk and hear.
Work Environment: While performing the duties of this position, the employee may be subjected to weather conditions prevalent at the time. The noise level in this work environment can range from minimal to moderate.
Internal Contacts
Daily internal contact with CEO, Senior Management and Corporate staff.
External Contacts
External contacts with Clients and Customers, potential new customers, vendors, building property manager, as well as contact with Board of Directors/Staffs of Community Organizations the CEO supports.
Job Tags
Holiday work,