Administrative Assistant (Chief of Staff)
Location: Portsmouth, New Hampshire
Posted: January 19, 2017
Reference ID: 670911470
Administrative Assistant to Chief of Staff
$45K - $50K
As the Administrative Assistant, you'll be asked to handle the administrative tasks in support of the Chief of Staff. You'll be expected to work independently as well as within small groups and be able to thrive in a very fast paced environment. You will handle confidential data and interact with high-level executives on a daily basis.
Specifically, the Administrative Assistant will handle a wide variety of situations involving clerical and administrative functions including:
Extensive calendar/time management
Arranging for staff members to represent the organization at conferences and meetings; establishing priorities while scheduling and rescheduling appointments and other business engagements.
Coordinating logistics for travel, company meetings, executive meetings, and conference calls.
Overseeing catering orders for special events and luncheons
Entering and managing travel expenses for executive(s).
Summarizing the content of incoming materials or meetings to assist executive; drawing attention to important information or conflicts and may make recommendations on such.
Reviewing and proofreading correspondence requiring executive's signature.
Handling incoming calls in a professional manner and providing appropriate information and direction to callers.
Reading and routing incoming mail and e-mail and handling certain emails/issues with appropriate professionalism and discretion while keeping the executive informed.
Supporting departmental and client meetings to include booking hotel and meeting space, organizing attendee lists and agendas, etc.
Preparing accurate, high-quality correspondence and assisting with preparation of presentation materials.
Binding presentation materials
Ability to demonstrate discretion in handling confidential data and dealing with high-level executives
8 - 10 years of professional experience including 5+ years of executive level support preferred
Excellent verbal, written communications, interpersonal skills and phone manner
Experience with coordinating cost-effective travel and meeting arrangements
Superior organizational and project management skills with attention to detail
Ability to independently carry-out multiple tasks from start-to-finish with the aptitude to anticipate and prioritize what needs to be done
Sophisticated knowledge of spreadsheets, databases, presentation software and the Internet
Highly proficient in using MS Outlook and MS Office