Executive Administrative Assistant, Spring

Executive Administrative Assistant
The Executive Assistant handles a wide range of administrative and executive support related tasks and must be able to work independently.
Works closely with executives and other internal and external sources to provide administrative support for an executive.
Job Duties & Responsibilities
Performs administrative duties including typing, copying, and filing correspondences, memos, letters, etc.
May also order office supplies, maintain records management systems, and schedule meetings or make other special arrangements
Organizes, prioritizes and sorts large volumes of incoming correspondences, including faxes, mail, and email
Prepares responses to correspondence containing department inquires
Designs, organizes, and maintains specialized and custom forms, records, reports, and files
Creates new files and updates computer information as needed
Maintains executive calendar and schedules appointments for both internal and external sources
Schedules conference rooms; arranges catering and equipment and forwards meeting requests via Microsoft Outlook
Additional duties may be required depending on meeting needs
Assists with preparation of presentation materials
Maintains strict confidentiality of all corporate, personnel and research matters
May have direct supervision for personnel and may participate in decisions involving hiring, promotion, wage/salary change and termination of employment
Reviews, approves, and/or maintains departmental administrative records and reports such as: timecards, vacation requests, status changes, and expense reports
Assists with projects as needed by executive staff
Performs other duties as assigned
Job Specific Skills
Advanced knowledge of administrative and clerical procedures and systems such as managing files and records, data entry, set up functions, process information and other office procedures and terminology
Advanced knowledge of principles and processes for providing customer and personal service.
Includes executive and customer needs assessment and meeting quality standards for services
Advanced ability to communicate with people outside the organization, representing the organization to clients, the public, government, and other external sources.
This information may be exchanged in person, in writing, or by telephone or e-mail
Detail oriented and highly organized
Ability to demonstrates accuracy and thoroughness and monitors own work to ensure quality
Excellent calendar management skills, including the coordination of complex executive meetings
Experience in the oil and gas industry
Education Minimum: Bachelor's degree - from accredited university
Experience Minimum: 8 years related work experience