Integrated DNA Technologies

Executive Administrative Assistant

US-IL-Skokie
1 month ago
ID
2017-3457
# of Openings
1
Category
Finance and Accounting
Shift/Schedule
M-F 40 Hour Week (United States of America)

Overview

The Executive Administrative Assistant’s responsibility is to perform advanced, diversified, and confidential administrative support for one or more executives.  

Responsibilities

Essential Functions:

  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Initiates routine and non-routine correspondence and other written materials under own signature or for signature of the executive (s).
  • Intakes emails and telephone calls for action. Resolves routine and complex inquiries. Refers inquiries to the appropriate person and follows-up to ensure complete and timely responses.
  • Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, video conferences, and travel. Also maintains company’s conference room schedules, reschedules conflicts, reserves rooms when appropriate, and posts the daily schedule to the appropriate location.
  • Proof-reads, edits and revises a wide range of written materials.
  • Creates high-quality graphic presentations and reports.
  • Prepares and compiles materials for meetings of the board of directors.
  • Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Schedules and coordinates meetings, conferences, and special events, ensuring the executive(s) is prepared through compiling data, statistics, and other information and materials.
  • Coordinates complex travel arrangements for the executive(s), ensuring that all necessary files, materials, and supplies are assembled and prepares the itinerary.
  • Stays informed of activities relating to Company programs and initiatives, apprising the executive(s) of issues when deemed necessary.
  • Coordinates information flow from executive's office, representing the executive (s) to other Company executives, other Company offices and outside agencies. Acts as a liaison with other departments, public agencies, and interest groups including high-level staff. 
  • Acts as project manager for special projects, which may include: planning and coordinating multiple presentations, disseminating information, and coordinating direct mailings.
  • Provides historical reference by developing and utilizing filing and retrieval systems; records meeting discussions.
  • Other duties as assigned.

Qualifications

Education:

  • Minimum of a Bachelor’s Degree in Business, Communications, English, or a similar field required.

Professional Experience:

  • Minimum of 3 years working with C-level executives in a dynamic office environment. 

Other Job Qualifications

  • Excellent written and verbal communication skills, including the ability to interact effectively and professionally with a diverse staff
  • Advanced proficiency with the MS Office Suite, including MS Publisher or similar
  • Strong technical aptitude required with a proven track record of learning new computer applications
  • Familiarity with board meeting preparation and protocol
  • Outstanding organizational skills; must be able to multi-task and change directions quickly
  • Strong internet research skills.
  • Ability to maintain both a high standard of courtesy and cooperation in dealing with co-workers.
  • Ability to accept responsibility for the direction, control or planning of an activity.
  • Ability to organize, prioritize and multitask with minimal supervision.

Physical Requirements:

Exert up to 10lbs. of force occasionally and/or up to a minimal amount frequently

 

Integrated DNA Technologies is an equal employment and affirmative action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply.

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