CHQ Executive Assistant & Office Manager Job at Alkegen
Job Requirements
Performs a wide range of administrative and general support duties of a highly responsible and confidential nature. Supports 5-4 C-Suite Executives in our new Dallas Global Headquarters. Frequently communicates with senior-level internal and external contacts and is regularly exposed to confidential data. Has a thorough knowledge of the Executive accountabilities and method of operation, and a high level of tact and integrity due to the sensitive nature of information. Works independently with only general guidance on a variety of special projects. Supports and reports to the Chief of Staff.
Executive Assistant
- Communicating and coordinating the Executives instructions with various individuals or departments
- Furnishing and obtaining information from other leadership team members or outside representatives.
- Receiving and screening telephone calls, letters, and/or visitors, answering routine questions and obtaining and furnishing information to save time.
- Scheduling appointments and arranging meetings, conferences, and travel.
- Organizing and maintaining correspondence and records, following up on pending matters with limited direction.
- Crafting correspondence, internal communications announcements and other documents on behalf of the supported Executives.
- Preparing and organizing complex documents requiring the integration of Microsoft Word, Excel, Lotus Notes and other software applications.
- Attending meetings with executives and taking notes. Summarizing and sharing information throughout the organizations as appropriate
- Organizing and expediting the flow of work through the supported Executives office and initiates any follow-up action.
Office Manager
- Manage the overall office, including vendor management of break areas, cleaning services, and be the interface with the Office Facilities department
- Support the new Global Meeting Center, including scheduling, catering, and other event related activities, as needed
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