Executive Office Administrator Job

EXECUTIVE OFFICE ADMINISTRATOR needed for a CONTRACT opportunity with Yoh's client located in Malta, NY.

The Big Picture - Top Skills You Should Possess

- Bachelor's Degree
- Experience in a high level executive administrative role
- High level of proficiency in the suite of Microsoft software packages (Word, Excel, PowerPoint, and Outlook) and web collaboration tools
- Knowledge in finance, budgeting, hiring, human resources & staffing

What You'll Be Doing:

- Manage the Site Leader's calendar, schedule, approval queue, appointment requests, and other daily tasks, as required, and follow through on specific requests to assist the Site Leader with project execution and communication.
- Coordinate complex/international travel arrangements, and process all expense reports for the Site Leader.
- Interact with senior management on behalf of Site Leader, ensuring they are kept updated of any actions as required
- Set-up and organize meetings on behalf of the Site Leader and the organization, producing agendas, briefing participants and distributing paperwork as necessary.
- Prepare correspondence, invoices, distribution lists, purchase order requests and other documents as needed
- Maintain needed files, both electronic and hard copy
- Organize and make arrangements for on-site and off-site meetings and office events such as conferences, interviews, demonstrations, showcases, conference calls, media events, etc.
- Co-ordinate arrangements for major meetings, conferences, and events to ensure that all such activities proceed according to plan.
- Receive and screen incoming telephone calls to the site, handling or redirecting as appropriate so that calls are dealt with efficiently and by the correct person.
- Support everything involved with efficient day to day operations of the site including purchase of supplies, coordinating maintenance issues, receiving and directing visitors, etc.
- Take responsibility for select site events or initiatives, including team celebrations, awards and recognition, building appearance, new employee publicity, farewell gatherings, etc.
- Maintain, track, and perform basic analysis of information such as finance, budgeting, hiring, organizational & staffing information, etc.
- Lead and prepare presentation materials such as executive internal and external presentations, strategy sessions, board presentations, promotional material etc., utilizing expertise in Microsoft PowerPoint, Word, Excel and other media
- Perform a wide variety of executive administrative activities that require handling of significant confidential information and business critical assignments in a professional business manner.

What You Need to Bring to the Table:

- High school diploma or GED
- At least seven (7) years of experience functioning as an Administrative Assistant
- At least three (3) of years of experience in a high level executive administrative role
- Demonstrated high level of proficiency in the suite of Microsoft software packages (Word, Excel, PowerPoint, and Outlook) and web collaboration tools
- Demonstrated ability to use and learn new software applications (eg, Business Objects to access GR financial data, web-enabling and authoring tools.)
- Proven ability to handle multiple priorities and requests promptly and effectively
- Established ability to be proactive in addressing organizational needs
- Working knowledge of various technology/productivity tools, eg iPhone's etc.
- Demonstrated excellent oral and verbal communication skills
- Must be flexible and adaptable to extend work hours as needed
- Demonstrated ability to work well in a global team environment, able to interpret administrative and operating policies and procedures for employees

Bonus Points! Otherwise Known As Preferred Qualifications:

- Bachelor's Degree
- Excellent organizational skills.
- Solid team skills.
- Experience in a start-up environment
- Experience in a technical environment
- College degree in business, human resources, or communications

IF THIS SOUNDS LIKE YOU, APPLY NOW!

RECRUITER: Rene Borst

Yoh, a Day & Zimmermann company, is an Equal Opportunity Employer, M/F/D/V.

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