Executive Assistant

Essential Functions:

• Maintains schedule or daily calendar for department managers; makes judgments regarding calendar priorities, re-scheduling and initiating communication and activities in order to ensure an efficient calendar of events.

• Schedules and coordinates meetings, conference calls and other events, supplies appropriate equipment/materials, prepares agenda, presentations, and provides hospitality services as needed.

• Coordinates business travel (flights, ground transportation, lodging, conference registration, etc.) and travel expense compilation and submission.

• Performs and coordinates basic office duties such as sorting and distributing mail, copying, filing, faxing, completing forms, orders and maintains equipment and supplies.

• Receives and screens calls, takes messages, monitors email and answers questions.

• Prepares expense reports, pays invoices and monitors budget.

• Composes correspondence, memos, presentations, organizational charts, confidential materials, etc.

• Conducts research, performs data mining and analysis, may negotiate contracts, and performs statistical analysis.

• Plans and coordinates departmental events and meetings

• Welcomes all visitors and treats them with kindness and respect.

• Ensures information and records are up to date and maintained in the strictest confidentiality.

• Establishes and maintains effective working relationships within the organization.

• Provides support with projects and tasks as needed.

• Other duties and responsibilities as assigned.

Knowledge / Skills / Abilities:

• Vocational - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, letter formats and other office procedures, terminology and technology. Ability to obtain and maintain knowledge of GFS policies and procedures and department specific information.

• Work requires some analysis and use of initiative and independent judgment.

• Mathematical - basic mathematical skills and the ability to order and analyze information

• Reasoning - Limited problem-solving responsibility while working under defined guidelines. Refers to policies and practices for guidance.

• Communication - ability to listen actively, speak to convey information effectively, and communicate effectively in writing as appropriate for the needs for the audience. Knowledge of the structure and content English language including the meaning and spelling of words, rules of composition and grammar. Reading comprehension skill.

• Human Relations - Knowledge of principles and processes for providing customer and personal services; service orientation skill; social perceptiveness skill; relationship building

• Self Management - self directed, time management, coordination skills, ability to recognize problems, use discretion and make sound judgements; ability to cope with stressful situations while maintaining a calm and professional demeanor.