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The Administrative/Personal AssistantBookmark This
538 Colorado Avenue
Posted: July 17 2015
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DescriptionBecause of our size and global reach, our employees have access to world-class opportunities that simply cannot be matched by most private companies of our size. Whether you are just beginning your career or continuing to grow a career that started somewhere else, Integrity holdings Inc is a place that offers unparalleled learning and achievement.
The Administrative /? Personal Assistant (A/?PA) reports directly to and provides all administrative and personal assistance the Chief Executive Officer (CEO).? The A/?PA also provides administrative and staff support to a group of Information Technology (IT) professionals in various locations.? The A/?PA must be able to function in a fast paced, success-oriented environment with minimal supervision.? The A/?PA will also have high interaction with clients; therefore, the ability to provide good client service is a requirement.?
ResponsibilitiesAnticipate the needs of the CEO
Handling sensitive and confidential information
Copy and file all documents
Maintain filing system, including confidential documents and contracts
Schedule and arrange appointments, conference calls and social events
Organize, plan and oversee meeting coordination, events and functions
Organize and maintain executive and group calendars
Communicates and tracks the work to be completed by, but is not responsible for formal supervision of IT professionals
Create and edit Excel spreadsheet and PowerPoint presentations
Track staff attendance and provide reports
Arrange domestic and international travel itineraries and submit required expense reports, according to corporate guidelines
Conducting research, updating databases and preparing materials for mass mailings (electronic and postal)
Assist in prioritizing work flow, including prioritization of incoming mail
Sort mail and forward to the appropriate person
Answer phone, screen calls, and take messages / forward as appropriate
Respond to general inquiries and provides information as needed
Coordinate anniversary and other corporate celebrations
Purchase approved gifts and maintain gift log
Order office supplies and track against budget
Ordering meals from caterers and restaurants
Maintain corporate calendar via Outlook
Meet and greet clients
Prepare request for payments
Type, format and produce documents such as proposals, presentations, correspondence and standard reports
Compose, edit and proofread correspondence
Drafting corporate policies and procedures
Maintain organizational charts
Copy, fax and distribute information
Schedule personal functions
Completing personal errands for the CEO
Other duties as assigned
KEY SKILLS AND ATTRIBUTES
The successful candidate will be an independent thinker who is well organized, self-directed and able to prioritize multiple tasks in a fast-paced environment. The candidate must be mature, flexible, detail-oriented, bright, articulate and hold the highest ethical and professional standards. The candidate must possess a valid driver’s license and reliable car or means of transport.
RequirementsReliable, punctual, motivated, hard-working and a willingness to go “above and beyond”
Polished and professional demeanor
Highly intelligent, thick skinned, excellent organizational skills
Ability to deal with individuals at all levels
Ability to work under pressure on multiple assignments at once
Ability to be discrete
Ability to work independently
Ability to thrive in a fast paced, diverse and demanding environment and meet critical deadlines
Possess a cheerful demeanor, professional presentation and eagerness to contribute
Ability to deal with stressful situations and difficult people
Responsible with an excellent work ethic and a "do-it-all" attitude
Must be a team player
Comfortable in a small office environment
Highly proficient in Microsoft Windows, Word, Excel, Access, PowerPoint, Outlook and Internet
Working knowledge of office equipment including PCs, scanners, photocopiers, multi-line telephones and fax machines
CEO prefers to convey tasks, instructions and other documents verbally, so speed writing skills are a must
Ability to prioritize and multi-task
Excellent presence and superior written and oral communication skills
Strong attention to detail
Time management skills
Strong mathematics aptitude
Typing - 60 wpm
Ability to comprehend and interpret instructions, short correspondence and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to communicate professionally with clients, co-workers and management. Ability to effectively present information to an internal or external group.
Requires general knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
Ability to understand and carry out general instructions. Ability to solve problems. Requires analytical skills.