Executive Assistant 3 - Civil Recruit : Job Details

About the job Executive Assistant 3 Summary Thorough knowledge of Company policies, practices, and key personnel. Broad knowledge of personal computer software applications and on-line systems and applications. Familiarity with basic budgeting practices. General knowledge of communications and customer service policies. Strong written and verbal communications and customer service skills. Typically possesses five or more years experience performing advanced administrative, secretarial, and clerical functions. The executive assistant is the highest-level administrative position. Provides administrative support to an executive CEO). Performs duties of a highly confidential nature that require comprehensive knowledge of organizational policies, practices & procedures. Schedules & determines the nature of appointments & makes travel plans. Reviews correspondence requiring the executive's signature for general format, style, content & possible sensitivity. Replies directly to general non-technical inquiries & brief correspondence. May participate in putting together monthly reports & supports department on any administrative issues that arise. Encourages team members to generate new ideas or suggestions for change. Works to maintain team performance standards under changing circumstances. Solves simple to moderately complex problems requiring independent thinking. Effectively interprets & acts on all customer needs of moderate complexity. Completes most tasks using independent judgment, soliciting team insight. Actively seeks to understand others (often to influence, develop, help or lead). Requirements :Bachelor's degree or equivalent experience and 5+ years related experience.Typically reports to and must be able to interact with Senior Management Advanced knowledge of word processing and spreadsheets including Microsoft Word, Excel, PowerPoint and Outlook Experience in project management Typing-50wpm Requirements Four or more years of experience performing advanced administrative, secretarial, and clerical functions. Experience with Microsoft Office Suite including Outlook, Teams, Notes, Word, Excel, PowerPoint and CoPilot. Experience navigating through and using SharePoint. Experience creating files in MS Notes. Experience processing expense reports. Experience processing purchase orders. Experience processing invoices. Experience managing and prioritizing multiple calendars. Skills

secretary

Responsibilities You will support the team who is managing our large-scale efforts to upgrade our Next Generation Enterprise Resource Planning Software System. Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, presentations and other documents. Organizes and maintains databases, libraries, and knowledge repositories, implementing systems to enhance accessibility and efficiency in accessing research materials and reports Takes ownership of planning and executing meetings, ensuring seamless logistics, agenda preparation, taking notes, action item tracking and monitoring, and coordination of attendees' schedules Utilizing business software and Artificial Intelligence to draft correspondence, create reports and presentations, and ensure timely follow-up on action items. As directed, prioritize and route correspondence effectively Oversees the preparation of expenditure approvals and purchase orders for general office procurement needs, ensuring compliance with budgetary guidelines and financial regulations. Ensures preparation and dispatch of all incoming and outgoing executive mail and confidential documents Provides well-researched data and analysis including but not limited to project planning, resource allocation, and special initiatives Collaborates with cross-functional teams on special projects requiring in-depth research and analysis, providing valuable insights to drive project success Handles sensitive and proprietary information while maintaining a high degree of confidentiality and professionalism A material job duty of all positions within the Company is ensuring the protection of all its physical, financial and cybersecurity assets, and properly accessing and managing private customer data, proprietary information, confidential medical records, and other types of highly sensitive information and data with the highest standards of conduct and integrity.