Administrative Assistant Responsible for providing administrative support to FVP to AVP and District Manager, Area Manager, Branch Manager, Sales Manager and all others. Skills • Answer and route calls o Screen calls and handle if possible o Follow up on questions or problems to ensure that all calls are handled and resolved • Prepare correspondence, presentations and reports o Draft and prepare routine correspondence for signature o Prepare production and other monthly reports o Modify and edit existing presentations ? Create presentations as necessary • Schedule and coordinate meetings and meeting rooms o Prepare agendas o Arrange catering for meetings o Prepare handouts and presentations as directed • Schedule appointments and update calendars • Prepare and arrange travel itineraries for senior staff o Book flights, cars, hotels • Reconcile and audit invoices, expense statements and corporate credit card charges prior to submitting to Accounting. • Maintain Contacts database Work is generally of a confidential or critical nature. • Works on assignments that are semi-routine in nature but recognizes the need for occasional deviation from accepted practice. • Coordinates activities with between departments, outside contacts on behalf of Manager • Coordinate meetings and appointments with other departments • Work with other departments to ensure all client-related problems or issues are resolve o Research and follow up on information gathered o Initiate appropriate actions Track and update reports on problem resolution • Compiles reports o Contact all necessary departments and sources to gather required information o Format reports for ease of reading and understanding • Prepare summaries and analyses of reports • Coordinate events as needed o Locate and price facilities o Arrange catering and other services o Arrange travel and hotel for participants as needed Prepare agenda and materials or arrange with other departments or vendors as needed • Normally follows established procedures on routine work; may require general instructions on newly introduced assignments May provide guidance to other nonexempt personnel in becoming familiar with processes, procedures, systems • Work planning, prioritization and assignment • Ensure compliance with Company Policies and Procedures • Meet position requirements and objectives • Demonstrate and encourage integrity and alignment with Company Vision, Mission and Values Other duties as assigned • Knowledge of executive assistant skills and practices • Effective communication/interpersonal skills (speaking, listening, writing) • Customer service skills • Relationship building skills • Strong planning, organizational and follow-up skills • Proficient word processing, spreadsheet, and database application skills • Working knowledge of MS Office – Word, Excel, PowerPoint, Outlook) • Strong analytical and mathematical skills • Strong grammar, spelling, math • Strong attention to detail • Multi-tasking/time management skills • Ability to work independently with minimal supervision • Ability to make decisions and exercise sound judgment • Ability to work under pressure • Ability to maintain confidentiality • Ability to interpret and resolve sensitive issues • Ability to ensure compliance with company policies and procedures • Ability to interface effectively with executive management and all levels of staff • Flexibility and adaptability in a fluid and rapidly changing environment • Team Player who adds complementary skills, contributes valuable ideas, opinions and feedback. • Willingness to do more than basic job requirements as needed