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Executive Assistant

Details
Posted By:
Ashleigh Caplan
Posting ID:
6201n4118
Location:
Boca Raton, Fl
Telephone:
561-686-6800
Tags:
 executive   assistant 
Category:Human Resources
Listing Type:Job

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Job Title: Executive Assistant

Summary:
Provide executive level support to the SVP/CHRO and HR Directors maintaining the highest level of extreme confidentiality.

Essential Duties & Responsibilities:
• Manage calendar for SVP/CHRO and HR Directors.
• Screen calls and independently handle issues as needed.
• Prepare itineraries and make complex travel arrangements for the HR department including airline, car rental and hotel reservations. Compile and send travel-related documents.
• Type highly confidential correspondence relating to new hires, promotions, terminations and layoffs. Follow up on receipt of such information, and ensure return of any requested documentation.
• Prepare/compose memos and e-mails as needed using approved formats/templates.
• Prepare meeting agendas and arrange for facilities and caterer as needed.
• Schedule conference calls and meetings.
• Prepare and distribute various reports.
• Prepare Power Point presentations for use in Executive meetings, trainings, etc.
• Prepare and submit SVP/CHRO’s and HR Director expense reports.
• Assist with coordinating and organizing events for Corporate HQ.
• Create and update organizational charts using Visio.
• Act as backup for Facilities Admin.
• Administration of ESPP to include daily upload/download of files to broker, preparation of annual grant letters, online releases using broker software, inhibit and uninhibit file preparation and uploads, employee information updates, quarterly updates and emails for ESPP, tracking of ESPP enrollment forms, creation of ESPP disposition of shares spreadsheet, stock purchase file upload and allocation to broker, DWAC letters, and participant letters.
• SBA intranet document updates.
• SBA office list updates.
• Other projects and duties as assigned.

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:
• High School Diploma or GED required; AA strongly preferred, BA/BS preferred.
• 3+ years experience supporting a senior level manager or executive required; HR support preferred.
• Experience maintaining high level of confidentiality.
• Must demonstrate advanced knowledge and ability to work with MS Word, Excel, Power Point, Internet and e-mail programs.
• Experience working with UltiPro and Business Intelligence a plus.
• Ability to interact professionally with all levels of personnel via phone, in person,
e-mail and written correspondence.
• Above average written and verbal communication skills.

Language Skills:
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills:
• Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area and volume.

Reasoning Ability:
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Certificates, Licenses, Registrations:
• None

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Visual ability correctable to 20/20.
• Manual dexterity to input data into the computer.
• Ability to respond verbally in an understandable, professional manner in person and over the telephone.
• Ability to stoop and bend to retrieve files.
• Ability to sit 90% of the day.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Moderate noise level.

To find out more, send your resume and letter of interest.

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