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Sharonville, OH 45241
Temp: May - August
Start Date: ASAP
Our client is a global leader in advancing cancer diagnostics & in workflow solutions and automation, integrating each step in the workflow. They are the only company to own the workflow from biopsy to diagnosis.
The Executive Administrative Assistant provides administrative support for multiple Executives. Under the direction of Executives, works with minimal supervision to plan, prioritize, communicate and organize the diversified administrative workload and manage ongoing daily needs and special projects.
Regularly prepares/creates documents and presentations to effectively communicate information or data utilizing appropriate grammar, spelling, and formats.
Manages and maintains executive schedules.
Schedules and coordinates appointments.
Prepares invoices, reports, memos, letters, financial statements and other documents.
Responsible for general office administration tasks such as filing, copying, collating/stapling, etc.
Creates and maintains organization charts.
Answers telephones, transfers calls, and takes accurate messages to ensure prompt response. Responds professionally and effectively to all inquiries.
Schedules, plans, and coordinates meetings and meeting logistics (onsite and offsite), including preparation of meeting materials. Meetings can include individuals within the company and possibly outside guests.
Reschedules meetings with limited direction.
Organizes materials required by presenters and attendees.
Makes business travel arrangements and manages and communicates travel itineraries using preferred travel vendors (revising itineraries as needed).
Trips may involve more than one destination, international travel and/or more than one traveler.
Tracks, monitors and prepares invoices and expenses and generates related reports.
Completes monthly reconciliation of corporate credit card statements to expenses previously reported.
Independently prepares expense reports and purchase orders with a solid understanding of the expense reporting, invoicing and purchase order procedures and budget process.
May assist with compiling and developing the annual budget.
Projects and Other Duties:
Coordinates and completes projects as needed with minimal direction and interaction from leader(s).
Collaborates with others to provide support at major events, such as conventions or national meetings, or to other executives during absences.
Other duties as assigned.
This role supports key members of the Executive team, and as such the incumbent must:
Represent the Company and its leadership team by being professional and respectful in tone, demeanor and action.
Effectively interface with others on behalf of supported Executives.
Use ‘borrowed authority’ effectively, persuasively and appropriately.
Maintain confidential, critical and business sensitive information appropriately.
Minimum equivalent of 5 years related experience supporting Executive and/or team of Executives.
High School Diploma or equivalent required.
Associate or Bachelors Preferred.
General Skills/Competencies/Specialized Knowledge:
Administrative – Thorough knowledge of administrative practices and procedures. Accuracy and attention to detail. Able to maintain confidential, critical and business sensitive information.
Communication – Communicates effectively at all levels of the organization. Expresses ideas clearly and simply both verbally and in writing. Promotes timely, ongoing flow of information to others. Communicates and listens effectively in order to develop and maintain key business relationships.
Interpersonal Skills – Ability to work with co-workers and customers, both internal and external, of all levels. Ability to professionally interact and build constructive and effective relationships with all levels and functions within the Company. Ability to effectively interface with others on behalf of the organization. Influences key business partners and customers to achieve mutually beneficial results.
Travel and International Travel – Extensive Knowledge of how to plan an international trip to multiple destinations. An understanding of how to acquire Visas and various documentation for travel purposes. Being budget conscious while planning all trips domestic and international.
Initiative – Ability to work well independently and exercise appropriate judgment under general direction. Ability to prioritize workload, goals and tasks consistent with the department and corporate objectives. Ability to take direction from multiple sources and manage conflicting priorities in an effective and efficient manner. Ability to multi-task, completing concurrent projects within given time frames and managing interruptions and change requests. Takes initiative to establish new processes and methods to support a variety of coordination activities.
Problem Solving – Uses rigorous logic to solve problems. Probes all sources for answers. Looks beyond the obvious. Enjoys solving tactical and process problems. Applies appropriate theory and principles, expert judgment, and cross-functional expertise to address a broad range of complex problems.
Decision Making – Makes timely, sound decisions based on analysis, wisdom, experience and judgment. Utilizes a high degree of creativity and latitude. Relies on extensive experience and good judgment to ensure that expectations are met and that business objectives are achieved.
Adaptability – Embraces and adapts to change and demonstrates a willingness to learn. Reactionary and adaptable to abrupt changes, arising issues, extreme time pressures, and other exigent circumstances. Ability to respond quickly to change, and to prioritize actions to meet customer needs.
Trust and Integrity – Interacts with others in a way that gives them confidence in one’s intentions and those of the organization. Accepts responsibility for one’s own decisions and actions. Demonstrates honesty. Keeps commitments. Behaves in a consistent manner and is open, honest and trustworthy.
Collaboration and Teamwork – Works collaboratively and cooperatively with many teams cross-functionally. Ability to work well with other people to solve problems and to find the best solution. Energetic and willingness to work closely with all team members to achieve success.
Customer Orientation – Demonstrates a keen understanding of various customers’ (internal or external) needs and utilizes a variety of Devicor resources to provide solutions and a compelling value proposition.
Business Acumen – Shows understanding of issues relevant to organization. Keeps up to date with current practices and trends. Has and uses cross-functional knowledge.
Computer Skills – Proficient computer system based tools including Microsoft Office applications, presentation, e-mail, web browsers and spreadsheet software.
TRAVEL REQUIREMENTS/WORK ENVIRONMENT AND PHYSICAL DEMANDS:
No travel required.
Work Environment and Physical Demands:
Typical office environment with majority of time is spent at desk.
Extensive use of PC, telephone and routine use of other standard business equipment (copy machine, fax) is required.
Accommodations will be evaluated where needed.