I. Position ObjectiveThe primary role of the Executive Assistant is to provide clerical and administrative support to HR Deparment The contact center environment is fast paced and requires a high level of energy and enthusiasm. Must be able to work on several issues simultaneously, solve problems independently while seeking input from others, constantly prioritize his or her workload, and manage time efficiently.
II. Job Duties and Responsibilities
- Screening calls and welcomes guests and customers by greeting them, in person or on the telephone; answering or redirecting inquiries to appropriate department
- Maintains executive's appointment schedule/calendar by planning and scheduling meetings, conferences, teleconferences, and travel
- Performs administrative duties for executive management
- Completes meeting and event arrangements upon request
- Completes errands for office such as bill payments, purchases and others as assigned
- Coordinates client itineraries, transportation, meals during site visits and any other assistance needed
- Maintains customer confidence and protects operations by keeping information confidential.
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
- Responsible for the purchasing function, assuring that materials, office supplies and equipment are procured in a timely manner
- Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories
- Assists, supports and coordinates bill payments to local vendors as well as record keeping
- Preparing reports and financial data in support of Executive Management and Finance
- Provides support to HR Reception as well as Human Resources Department activities and projects
- Contributes to team effort by accomplishing related tasks as needed.
III. Required Knowledge, Skills, and Abilities
- One to three years of secretarial/administrative experience preferred
- Organized, detailed oriented, proactive with strong analytical and problem-solving and skills
- Strong computer skills in MS Office (Word, Excel, PowerPoint)
- Ability to learn quickly, work independently and easily adapt to changes
- Ability to work under pressure and to complete assigned tasks in a timely manner
- Effective verbal and written English and Spanish communication skills, as position requires communication with all levels of our business (Agents, client, management, etc.)Excellent documentation and reporting skills.
- Team player, proactive and able to work flexible hours.
- Possess the ability to follow instructions and established guidelines to perform job functions.
- Ability to effectively prioritize and manage multiple concurrent projects.
