OVERVIEW This senior executive assistant role requires a highly organized and detail-oriented individual to provide administrative support to the VP of Finance office. The ideal candidate will have excellent organizational skills, with the ability to prioritize tasks, manage multiple projects, and maintain confidentiality. The position involves creating order in a fast paced environment, scheduling appointments, as well as researching, compiling, and analyzing information to support executive decision-making. With a strong understanding of business processes and procedures, the senior executive assistant will be able to anticipate needs, solve problems, and communicate effectively with executives, managers, and customers. The role demands attention to detail, independent judgment, and the ability to work with discretion and diplomacy. Preferred candidate will be able to work in Detroit 2 days a week and in Lansing one day a week. SUMMARY Responsible for exercising discretion and judgment in assisting one or more executives. Performs executive support tasks which may be highly confidential and sensitive in nature utilizing considerable independent judgment. Performs high-level administrative work, including organizing, scheduling, coordinating, researching, compiling, exchanging, and sometimes analyzing information for executive(s) and department. Assist in implementing department activities and communications, internal and external. RESPONSIBILITIES/TASKS: * Coordinates office activities for the executive(s). Prioritizes and follows up on information and requests to and from executive(s). Updates executive(s) on current issues as necessary. * Assists in the planning, development, and implementation of department goals. * Researches, compiles, assimilates and prepares documents. Briefs executive(s) regarding content. * Reads and screens incoming correspondence and reports; handles or forwards as appropriate. * Receives and screens incoming calls and visitors and prioritizes. Refers to appropriate executive staff or provides necessary information. * Composes, types, and edits correspondence in response to incoming mail, calls, and other situations dictated by job responsibilities. * Prepares agenda and collects and distributes materials for meetings and conferences. Transcribes minutes and keeps records of proceedings as required. * Coordinates and facilitates executive's calendar(s) to arrange appointments, meetings, and conferences. * Recommends actions to be taken on budget expenditures and equipment and supply needs. Directs services, such as maintenance, repair, replenishing supplies, and files. * Makes domestic and foreign travel arrangements for executive(s) and department. Prepares and compiles travel vouchers and maintains all travel records. * Develops, compiles, and maintains various filing systems and informational databases and generates reports as requested or as scheduled. * May participate in interviewing, selection, and training. This position description identifies the responsibilities and tasks typically associated with the performance of the position. Other relevant essential functions may be required. EMPLOYMENT QUALIFICATIONS: EDUCATION OR EQUIVALENT EXPERIENCE: Associate's degree in business or related field required. Combinations of relevant education and experience may be considered in lieu of a degree. EXPERIENCE: Requires seven years relevant experience with a minimum of four years in an executive assistant position or equivalent experience that provides the necessary skills, knowledge, and abilities. Prior insurance experience a plus, but not required. Reallocation from the Executive Assistant level to the Sr. Executive Assistant level is based on experience, qualifications and satisfactory performance performing the full scope of the Executive Assistant responsibilities. SKILLS/KNOWLEDGE/ABILITIES (SKA) REQUIRED: * Excellent oral and written communication skills with the ability to compose correspondence. * Knowledge of organization, company, and departmental policy and procedures preferred. * Excellent working knowledge of computers and company standard software. * Excellent organizational skills and ability to prioritize work. * Ability to maintain confidentiality on all levels and at all times. * Ability to use independent judgment and initiative and to anticipate needs of executive(s) and accomplish tasks without direction. * Excellent skills in proofreading of documents for spelling, grammar, punctuation, and presentation. * Significant ability to establish work flows, manage multiple projects, and meet necessary deadlines while maintaining proper relations between executives, managers, and customers. * Ability to manage responsibilities and unexpected pressures/dilemmas. * Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. * Ability to comprehend consequences of various situations and make appropriate individuals aware of same for decision making. * Ability to exchange information clearly and concisely and to present ideas, report facts, and other information. * Ability to follow complex instructions and to apply instructions and guidelines in the disposition of problems. * Ability to use diplomacy, discretion, and appropriate judgment when addressing callers. * Ability to perform necessary mathematical computations. * Ability to perform other assignments at locations outside the office. WORKING CONDITIONS: Work is performed in an office setting with no unusual hazards. Travel between Lansing and Detroit at least one day a week may be necessary. The requirements and preferences listed in the job description represent the typical knowledge, skills and abilities necessary for the role. However, equivalent combinations of education, experience and training may also be considered. We are an Equal Opportunity Employer. Candidates for the position stated above are hired on an \"at will\" basis. Nothing herein is intended to create a contract.
To view the full job description, click here
