Exciting opportunity in our growing Elgin Photo Studio! The Executive Administrative Assistant provides advanced, diversified, and confidential administrative support to both the Divisional Vice President (DVP), Studio Services and the directors of each of the Studio departments. The position uses broad and comprehensive knowledge of department operations and policies and procedures in performing a variety of duties. The nature of this position requires the incumbent to make independent decisions regarding the planning, organizing, and scheduling of work to a higher degree than other administrative positions. |
•Plays a significant role in managing and planning the executives' time by making appointments, travel arrangements, and meeting arrangements that may require coordination between departments and outside parties. Frequently uses own judgment in managing schedules and ensuring time is used efficiently.
•Assembles and analyzes information to prepare a variety of documents including agendas, correspondence, memoranda, reports, and presentations. Prepares materials from very rough drafts into final materials.
•Organizes large meetings/events including coordinating agendas, planning logistics, meeting equipment needs, and more.
•Answers telephones, handles inquiries and/or transfers calls to the appropriate party.
•Answers mail and inquiries on own initiative, follows up with other departments to ensure requests are carried out.
•Manages routine administrative processes for the department which may include: ordering supplies, processing travel expenses, processing payments, and researching charges to department budget.
•Utilizes the assistance of one or more administrative or clerical associates on a regular or project basis. May serve as a Lead to other administrative or clerical associates and manage workload and general performance.
•May be asked for assistance with non-routine duties as needed by management.
•Advanced level proficiency with a personal computer and Microsoft Office software. Knowledge of or the ability to learn other systems may be required.
•Superior communication skills: verbally and in writing.
•Able to act as the representative of the executive in various situations. Deal with others courteously and professionally, even in difficult situations.
•Able to balance many, and sometimes conflicting, priorities. Keep deadlines straight and manage workload to business needs.
•Maintains confidentiality when necessary; can judge situations that require discretion and acts confidentially even when not specifically directed.
•Requires a comprehensive knowledge of departmental and company operations, policies, and procedures or the ability to become knowledgeable in an appropriate period of time
2 - 5 Years Experience
Preferred Minimum Education
2-Year College Degree
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