Executive Administrative Assistant
We are looking for a self-motivated, organized, detail oriented and support driven Executive Assistant to join our team in the Fort Mill, SC office. This position has a dual reporting structure into the Vice President of Pulp and the Vice President of Manufacturing, and may provide additional support for one additional member of the executive team. The Executive Assistant will perform high level office and administrative support to assigned senior executives and their team(s). This position provides skilled and confidential support, serves as a liaison with other executives, clients, vendors and employees.
The Executive Assistant must perform a wide variety of administrative support duties ranging from general office assistant duties to complex administrative coordination which may include but are not limited to: preparation of correspondence, reports and presentations, planning meetings, maintaining agendas and minutes, conducting research, preparing statistical reports and spreadsheets, making travel arrangements, preparing expense reports and maintaining calendars and schedules.
The success of this position will rely heavily on a candidate who is able to multi-task in a fast paced, deadline driven environment who can easily adapt to a variety of personality types and support individualized work styles.
- Demonstrate exceptional organizational skills, while proactively managing multiple schedules and changing priorities.
Manage calendar requests to ensure efficient and effective time management, resolve potential scheduling conflicts, and ensure senior executives are prepared for scheduled activities.
Plan meetings; coordinate participant schedules, reserve adequate meeting space, send calendar requests, meeting agendas, etc. to ensure all participants re prepared.
Maintain meeting agendas, minutes and action item status, as well as ensure daily paperwork is processed and maintained in a timely manner.
Prepare and review correspondences for content and grammar as needed.
Collect and compile information for various reports, presentations, and/or dashboard summaries, and be able to present that information in a way that is suitable for a variety of audiences up to and including senior executives.
Answer phone calls and convey messages in a concise manner; prioritizing urgent and non-urgent matters.
Coordinate travel and submit expense reports in an accurate and timely manner.
Coordinate orders for office supplies and other identified business needs.
Perform ad hoc requests as assigned by assigned executives and their team(s).
Key Skill Sets:
- Bachelor’s degree in a related field with 4+ years of administrative experience OR if no degree, 7+ years’ experience in an administrative role.
- At least 3+ years’ experience supporting executive level individual(s).
Highly skilled at performing grammar and content reviews (i.e. proof reading documents) for mass distribution or executive level audiences.
Juggle multiple tasks simultaneously with continuous interruptions.
Excellent time management skills with ability to prioritize and focus on the details.
Ability to work well in a team environment, successfully build relationships, think proactively, and drive results.
Ability to build relationships and communicate professionally with all levels of the organization and external stakeholders; listening written, verbal formats.
Capability to assist and guide others in using Office Suite applications.
- Working knowledge in Microsoft Office Suite (Word, PowerPoint and Excel); experience creating presentations and reports preferred.