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Executive Administrative Assistant in Nashville at Vaco

Date Posted: 7/16/2018

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    Nashville
  • Job Type:
  • Experience:
    At least 2 year(s)
  • Date Posted:
    7/16/2018
  • Job ID:
    Tp - Exec. Asst.

Job Description

We are looking for a responsible Senior Executive Assistant to support our C-Suite executives in a timely and professional manner. You will provide high-quality administrative and clerical assistance to top-level executives.

The Senior Executive Assistant's main duties include scheduling meetings, making travel arrangements and organizing daily calendars. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. Our ideal candidate also has previous experience as an Executive Assistant and is familiar with office management technologies.



Responsibilities

  • Coordinate daily calendars of senior managers
  • Act as the point of contact between executives and employees/clients
  • Make travel arrangements (domestic & international)
  • Respond promptly to managers' queries
  • Review and recommend changes to our company policies
  • Preparing financial statements, reports, memos, invoices letters, and other documents.
  • Answering phones and routing calls to the correct person or taking messages.
  • Handling basic bookkeeping tasks.
  • Filing and retrieving corporate records, documents, and reports.
  • Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
  • Helping prepare for meetings.
  • Accurately recording minutes from meetings.
  • Greeting visitors and deciding if they should be able to meet with executives.
  • Using various software, including word processing, spreadsheets, databases, and presentation software.
  • Reading and analyzing incoming memos, submissions, and distributing them as needed.
  • Performing office duties that include ordering supplies and managing a records database.
  • Opening, sorting and distributing incoming faxes, emails, and other correspondence.


Requirements

  • Proven work experience as an Executive Assistant or similar role
  • Knowledge of office procedures
  • Solid experience with office management systems, ERPs and MS Office
  • Familiarity with online calendars and cloud systems
  • Strong communication skills (via phone, email and in-person)
  • Experience exercising discretion and confidentiality with sensitive company information
  • Excellent organizational skills with an ability to think proactively and prioritize work
  • Associate's Degree preffered