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Executive Assistant
ServiceLink
Pittsburgh, PA, United States
Job Details - this job has expired, please see similar jobs below
This role will be responsible for administrative and clerical tasks as assigned, including answering calls, maintaining executive calendar, preparing reports, coordinating schedules, making airline and hotel reservations, and supporting the Managing Director and staff. The ideal candidate will have a proven track record of success in administrative support at the executive level, as well as excellent interpersonal, organizational and communication skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
A DAY IN THE LIFE
In this role, you will…
• Anticipate problems, critical issues, and opportunities as they arise and advise the Managing Director accordingly
• As assigned by the Managing Director, distribute work to executives and senior management and follow-up to ensure timely completion of assigned objectives
• Review all in-bound communications, and, where appropriate, summarize, prepare responses and redirect to the appropriate executives and managers
• Handle sensitive issues that require confidentiality, including maintenance of confidential company financial records and privileged correspondence
• Coordinate special assignments, conference and meeting agendas, travel arrangements, and calendar for Managing Director and staff
• Generate sales, marketing and billing reports, as well as other ad-hoc reporting as directed
• Coordinate and assemble sales and marketing materials for perspective clients
• Maintain project plans, outlines, meeting notes and task lists
• As needed, travel locally, regionally, and nationally to carry out essential responsibilities
WHO YOU ARE
You possess …
• Undergraduate Degree (Business Degree) or equivalent work experience
• 5+ years’ experience in Executive level administrative assistant related work, as well as experience in project management
• Strong verbal and written communication skills, including proven telephone and customer service skills
• Strong attention to detail and excellent time management skills
• Proven ability to develop working relationships at all levels of the organization, including members of Executive Management
• The ability to thrive in a fast-paced environment while managing multiple priorities through to completion
• The ability to be self-directed and motivated
• A high degree of discretion, confidentiality and judgment when dealing with sensitive issues
• Typing speed of 60 wpm with 99% accuracy
ServiceLink, its affiliates and subsidiaries, is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, protected veteran status, national origin, or any other characteristic protected by applicable law.
Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation.
DETAILED JOB DUTIES
• Anticipate problems, critical issues, and opportunities as they arise and advise the Managing Director Valuation Services accordingly
• As assigned by Managing Director Valuation Services, direct work to executives and senior management and follow-up to ensure timely completion of assigned objectives
• Review all in-bound communications, and, where appropriate, summarize, prepare response and/or redirect to the appropriate executives and managers
• Handle sensitive issues that require confidentiality
• Coordinate special assignments
• Maintain Managing Director Valuation Services calendar
• Generate sales, marketing and billing reports
• Responsible for developing travel itineraries inclusive of airline reservations, flight connections, hotel reservation and car rentals
• Coordinate and assemble sales and marketing materials for perspective clients
• Arrange meetings, conferences and special events
• Maintain confidential files inclusive of company financial records and privileged correspondence
• Maintain project plans, outline, meeting notes and task lists
• Ability to travel via automobile or commercial airplane to carry out essential responsibilities
• Compile all reports and presentations as assigned
• Perform all other duties as assigned
Qualifications
MINIMUM QUALIFICATIONS
• Undergraduate Degree (Business Degree) or equivalent work experience.
• 5+ years’ experience in Executive level administrative assistant related work.
• Experienced in project management/coordination.
• Strong verbal and excellent written communication skills.
• Strong attention to detail.
• Excellent time management skills.
• Proven ability to develop working relationships at multiple levels of the organization, including members of Executive Management.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Visio and Project).
• Effective in a fast-paced environment able to manage multiple priorities through to completion.
• Ability to be self-directed and motivated.
• Ability to exercise discretion, confidentiality and judgment in dealing with sensitive issues.
• Proven telephone, customer service and communications skills.
• Typing speed of 60 wpm with 99% accuracy.