Job TypeFull-timeDescription
General Summary
This position provides administrative support for the several of the C-level executives at the The IRONMAN Group. Independent judgment is required to plan, prioritize, organize diversified workload, and recommend changes in office practices or procedures.
Principal Duties and Responsibilities
Essential Functions:
- Schedule and organize activities such as meetings, conferences and department activities for all members of the Executive Team and respective departments.
- Manage the daily schedule of C-level Executives ensuring that they know their schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary.
- Anticipate the needs and proactively bring together appropriate people and resources to support the executives in addressing issues.
- Deal with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.
- Establish, develop, maintain and update filing system for the Executives. Retrieve information from files when needed.
- Organize and prioritize large volumes of information and calls.
- Act as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handle confidential and non-routine information and explain policies when necessary.
- Work independently and within a team on special nonrecurring and ongoing projects. Act as project manager for special projects, at the request of the C-level Executives, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
- Design general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
- Manage expense reports for Executive Team.
- Manage Executive Team global travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, marketing materials, and other necessary preparations.
- Work in cooperation with other assistants to cover phones, order office supplies and other miscellaneous office projects.
- Other duties as assigned by the Executive Team or Department Heads.
Requirements
Job Requirements:
Education and work experience:
- Minimum of 3+ years proven experience in administrative support and with progressively increasing responsibilities reporting to VP Level Executive or higher
- Associate degree required; Bachelors degree preferred.
Skills and Knowledge:
- Excellent organizational and interpersonal communication with ability to handle confidential information.
- Experience with the coordination of activities for conferences including coordination of all logistics, scheduling, ordering, meeting preparations and registration.
- Knowledge of a variety of computer software applications, spreadsheets, and presentation software including MS Word, Excel, Power Point, and Adobe products.
- Clear and conceptual thinking ability is a plus.
- Excellent judgment and discretion; ability to handle multiple priorities simultaneously, meet deadlines, and handle work-related stress is required.
- Friendly, courteous, service-oriented, professional, outgoing, and customer service oriented. Ability to interact with individuals at all levels in the organization.
- Detail-oriented and work effectively under pressure while meeting all applicable deadlines.
- Ability to work independently and productively with minimum supervision.
- Recognize problems, identify possible causes and resolve routine problems.
The above declarations are not intended to be an “all-inclusive” list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job, and are a reasonable representation of its activities.
