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Summary:
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This position involves highly responsible work in the performance of complex administrative tasks and personal business of the Chairman. The employee must be able to multi-task, be a problem-solver, possess exceptional organizational and communication skills (both written and verbal), have a comfort level working with numbers and details, and be very proficient in the use of computers.
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Description:
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Specific Duties and Responsibilities:
- Maintains confidentiality of all materials and matters.
- Screens calls and visitors; reviews incoming correspondence and answers or refers inquiries and comments to appropriate personnel.
- Completes, prepares, or assists in the preparation of a variety of data, including statistical data and charts.
- Write, edit and proofread correspondence, memoranda and reports as directed.
- Oversees the on-site executive filing systems and keeps all filing current.
- Coordinates special projects and assignments.
- Plans travel logistics; coordinates travel arrangements (e.g., air, hotel, ground transportation, restaurants) for both domestic and foreign travel.
- Records, transcribes, and distributes minutes/notes from small or large group meetings.
- Prepares and submits, for reimbursement, monthly expense reports.
- Prepares check requests, as requested.
- Utilize the Internet and other information resources to researches various topics and purchase various items as requested.
- Serves as direct backup for the President’s Assistant and assumes all duties in her absence.
- Administratively supports ongoing, Futren affiliated, entities including writing checks with QuickBooks.
- Schedules and maintains calendars; schedules internal and external meetings; coordinates rescheduling to meet business demands and time constraints; ensures executive fulfills business and personal meeting obligations.
- Uses Quicken to maintain personal banking for the Chairman, including various Trust accounts and other accounts.
- Coordinates purchasing and distribution of various event tickets (i.e. Atlanta Opera, Chastain, CEPAC).
- Coordinates services and maintenance scheduling for the Chairman’s personal residence, including meeting technicians on site from time to time.
- Coordinate and execute personal events and meetings, to include invitations, reservations, set up and logistics.
- Frequently runs errands and orders business and personal items for the Chairman online.
- General clerical duties to include copying, scanning, faxing, printing, etc.
- Available to work irregular schedules, on occasion.
- Any other tasks as assigned by the Chairman
This candidate should have experience working with highly confidential and sensitive matters. Comprehensive knowledge of business English, spelling, proofreading, punctuation, and arithmetic. Ability to type at the minimum rate of 80 words per minute. Excellent word processing skills and familiarity with Microsoft Office (Word, Excel, Power Point), and the skills to research extensively, using the Internet and other resources.
To qualify for this position, the candidate should be a college graduate with training or experience in administrative skills or possess a minimum of five years of office administration, senior secretarial or related experience
In addition, the employee must have excellent "people" skills, a positive attitude, and the ability to work under stress and changing priorities. Maintaining confidentiality is a must. The employee should have excellent organizational skills, the ability to establish priorities with appropriate attention to detail, the ability to work with minimum supervision, and to think through and analyze a problem, resulting in the best possible solution. Must show common sense, flexibility and be a team player.
Must have flexibility in schedule. |