Administrative Assistant to a Vice President

Location: Greenville, SC, US
Job Description:
The Administrative Assistant is responsible for performing high-level administrative work in the support of the Executive Staff of the Corporation. This position carries out a variety of responsibilities in the support of the day-to-day operations of the executive floor.Experience / Strengths • Outstanding organizational and planning skills; dedication to the administrative challenges of supporting a busy office. • Ability to maintain confidentiality to the highest degree and discretion in all circumstances. • Ability to multi-task utilizing effective time management skills, organization, and prioritization. • Ability to perform in a fast-paced environment with the highest standards and a strong sense of urgency.
Reports To:
Corporate Director, Human Resources
Duties and Responsibilities:
  • Performs Executive Assistant duties for Executives
  • Schedules and coordinates business meetings, both internally and externally.
  • Manages and maintains executives' schedules.
  • Makes travel, accommodations and entertainment arrangements and prepares Itineraries for Executives
  • Prepares agendas and makes arrangements, such as ordering & coordinating catering for luncheons, for committee, board, and other meetings
  • Plan, order, prepare and clean up banquet items for on-site meetings for Executives.
  • Aids executives in staff capacity by coordinating office services, such as Master Planning and budget preparation and control, housekeeping, office layout, records and forms control.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors
  • Coordinates the collection and preparation of operating and management reports.
  • Prepare responses to correspondence containing routine inquiries. Reviews and distributes incoming correspondence
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Directs most services such as maintenance repair, mail and files.
  • Compiles, stores, maintains and retrieves management data using computer.
  • Answers phone calls, directs calls and/or messages to appropriate parties.
  • Assists other Executive Assistants as required with workload, as a team.
  • Assists with office supply ordering and maintenance of office supply room.
  • Prepares expense reports for domestic & international travel.
  • Other duties as assigned
Job Requirements:
  • High School Degree required, Associates Degree is preferred.
  • Minimum of 6 years of prior experience as an Administrative Assistant in a fast-paced environment.
  • Proficiency in the use of the MS Office Suite and Gmail.
  • Ability to address needs/issues with an emphasis on sound judgment, initiative and confidentiality.
  • Ability to interface successfully with internal departments and external entities using diplomacy and discretion; being proactive, resourceful and efficient.
  • Ability to work with less than 30% structured guidance.
  • Ability to apply tact and diplomacy to all levels of management both inside and outside of the Corporation.
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