Title: Executive Administrative Assistant
Immediate Supervisor: Manager of Executive Support
Department: Administration & Facilities
Duties and Responsibilities : (focus Senior Leadership Team)
Provides administrative support to Senior Leadership Members and occasionally their direct reports
Interacts in a professional manner with senior executives – Internal and External
Provides screening and prioritizing of incoming communications via phone, email and distribution of mail
Perform general clerical duties, including, but not limited to: photocopying, faxing, mailing, filing, and transcribing recordings to written correspondence.
Calendar management of multiple executives
Maintain hard copy and electronic filings in secured location.
Setup and coordinate meetings and conferences including calendar invites, food orders
Provide support in assigned project-based work
Requisition supplies, printings, maintenance, or other office management services
Assist in preparation of necessary departmental reports, including, copying and distributing materials to appropriate individuals at the request of executives
Maintain confidentiality and assure discreet handling of all business
Manage all travel arrangements with designated travel agency, including preparing detailed itineraries and trip file envelopes to store business related receipts for reimbursements.
Prepare, submit and file expense reports to AP in accordance with company policy.
Create and manage Purchase Orders and expense accrual processes by entering, receiving, and closing out dated PO’s.
Process, manage and track vendor invoices and payments in a timely manner, including detailed spreadsheet management of vendor payments.
Create and distribute process documents; how to guides for new and existing employees
Assist with training for receptionist, provide coverage when needed (breaks and vacations).
Knowledge, Skills, and Abilities Required:
Minimum 3 years in an administrative role supporting multiple executives.
Enthusiastic and energetic with a sound commitment to quality.
Polished presentation and good interpersonal skills. Strong and developed verbal and written communication skills; the proper use of the English language is a must.
Ability to handle large workloads with competing deadlines and deal effectively with the stress of a fast-paced environment.
Strong organizational skills and acute attention to detail with good time management skills. Able to organize and evaluate office production and procedures to maintain efficient flow of work.
Knowledge of standard office practices and office equipment, with good clerical perception.
Possess a basic working knowledge of PCs, software and the Internet and how they can be used to provide efficient, excellent output, including a professional understanding of Microsoft Office products such as Word, Excel, Outlook, PowerPoint, and Visio.
The above declarations are not intended to be an “all-inclusive” list of 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 be a reasonable representation of its activities.
Cbeyond is not accepting unsolicited assistance from search firms for this employment opportunity without being specifically engaged for the role through our Vendor Management System. All resumes submitted by search firms to any employee at Cbeyond via-email, the Internet or in any form and/or method without a valid written Statement of Work in place for this position from Cbeyond HR/Recruitment will be deemed the sole property of Cbeyond. No fee will be paid in the event the candidate is hired by Cbeyond as a result of the referral or through other means.