Reporting to the CFO, the Executive Assistant will support our Leadership team. The Executive Assistant will manage mostly business related tasks for the team such as managing calendars, preparing meetings, preparing memos, organizing travel and accommodation, preparing expense reports and other organizational tasks. To do this role properly the Executive Assistant should have a detailed understanding of the full Microsoft Office suite, be ability to handle unexpected activities during the day and have experience as an executive or administration assistant in the past.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
• Managing the calendars of multiple individuals – helping to coordinate and schedule meetings with both internal and external parties, moving meetings as necessary to accommodate new ones, checking availability of Leaders and providing that information to those requesting meetings.
• Preparing reports, memos, letters, and other documents at the direction of the CFO and/or President.
• Answering phones and routing calls to the correct person or taking messages.
• Filing and retrieving corporate records, documents, and reports.
• Receiving, printing, sending and/or scanning, and obtaining signatures on documents on behalf of the Leadership team.
• Helping prepare for meetings – including coordinating and ordering lunches, working with facilities to set up the rooms, setting up the teleconference line, etc.
• Greeting visitors and providing them refreshments while they wait for the Leadership team.
• Using various software, including word processing, spreadsheets, and presentation software as needed on a regular and ad hoc basis.
• Handling the mail. Sorting, reading and analyzing incoming letters, legal paperwork and other documents and distributing them as needed.
• Making travel arrangements for executives as desired. Entering expenses and receipts into the system for approval.
• Performing office duties that include ordering office and executive kitchen supplies, keeping the kitchen clean and stocked during the day, ensuring the Executive conference room is clean.
• Provide general administrative support.
• A fit with Quinn Company’s performance driven culture and values of Integrity, Teamwork, Respect, Quality, Relationships and Service.
EDUCATION and/or EXPERIENCE
High School Diploma or eight years of extensive hands-on & verifiable experience as an executive administrator or other relevant administrative support experience and/or training; or equivalent combination of education and experience.
• Someone who enjoys working with people and is motivated by being a strong resource to the Leadership team.
• Strong organizational skills
• Excellent communications skills with all levels of the organization
• Ability to keep sensitive information confidential among a small group of people
• Proactiveness – the ability to anticipate the needs of the people he/she supports