Responsible for administrative functions including (but not limited to) answering all incoming calls, scheduling and preparation of meetings, scheduling of travel, maintenance of Vice President's calendar, sorting and prioritization of e-mail and sorting and distribution of department incoming mail.
ESSENTIAL RESPONSIBILITIES & ACCOUNTABILITIES:
Responsible for all Office Management functions including all scheduling of Vice President's appointments, meetings, etc. including:
a) Creates/distributes agenda and action items/minutes of meetings
b) Creates and distributes all correspondence for Vice President
c) Acts as point person liaison with all outside contacts including internal and external customers
d) Maintains/schedules all traveling requirements including travel, hotel, car rental for special events and various seminars/conferences for Vice President and summarizes same for Vice President's review;
·includes preparation of agenda and itinerary for Vice President before departure for business travel
·includes preparation and submission of expense reports and associated expenses upon Vice President's return
e) Performs everyday administrative functions including clerical functions, phone/e-mail monitoring and prioritization, supply ordering; filing/organizing, etc.
f) Work in collaboration with peers to accomplish goals
Coordinates the key business meetings as identified, responsible for planning, pre-meeting preparation, communication of meeting materials to attendees, including food and beverage as needed.
Maintains, monitors and reconciles monthly departmental cost center budgets to ensure timely and correct spending and allocations;
a) Includes creation, submission and follow up of all departmental check requests
b) Provides updated weekly reports
c) Acts as point Team Schein Member with Accounts Payable for Department T & E expenses for staff, department expenses and outside consultants.
Participates in special projects and performs other duties as required.
In addition to the essential duties and responsibilities listed above, all positions are also responsible for:
- Meeting company standards pertaining to quantity and quality of work performed on an ongoing basis, performing all work related tasks in a manner that is in compliance with all Company policies and procedures including WorldWide Business Standards.
- Adhering to Company policies, procedures, and directives regarding standards of workplace behavior in completing job duties and assignments.
7 Years Administrative / Executive Assistant experience required.
Specialized Knowledge and Skills:
Minimum of 7 years experience Microsoft Office (Word, Excel, Access, PowerPoint, and Outlook).
Extensive experience creating and editing PowerPoint presentations.
Excellent verbal and written communication skills.
From Poughkeepsie to Prague, Henry Schein outfits dental offices around the world with everything they need. The company is a leading global...