Executive Administrative Assistant
Globe Life Inc.

Job Description:

Executive Administrative Assistant

Primary Duties & Responsibilities

The Executive Administrative Assistant will be responsible for handling a wide range of high-level and detailed administrative and executive support related tasks for the Vice President. The position will provide executive level support for the Vice President as a first priority, including managing calendars, handling information requests, maintaining and organizing documents as well as performing other tasks such as receiving visitors, arranging conference calls, and scheduling travel and meetings.

As the in-office face of Human Resources, this position will promote a positive work atmosphere, with friendly, helpful and professional office management support. While largely working independently to support the Vice President, this position will also be a team player, who shows initiative and fosters favorable relationships throughout the organization. This includes working with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. In addition, the position must be able to handle sensitive and confidential matters and documents. Independent judgment is required to plan, prioritize, and organize a diversified workload.

Primary Duties & Responsibilities:

• Manages the Vice President's calendar and contacts, and appropriately prioritizes schedules and appointments to maximize efficiency
• Prepares documents and presentation materials to ensures Vice President is prepared for all meetings and calls

• Plans travel arrangements to fit within the Vice President's schedules most effectively
• Tracks and manages the Vice President's monthly expense submissions and payment process
• Coordinates monthly and quarterly reporting as requested, updating information timely and accurately
• Ensures all work is done on time and to a high-quality standard
• Maintains an organized filing system of paper and electronic documents
• Provides in-office, hands on support welcoming and directing visitors, new hires, deliveries, etc.
• Exercises discretion and maintains confidentiality
• Participates in the development and implementation of administrative standards, policies, and practices for the organization
• Handles other duties as assigned (miscellaneous office tasks, support tasks, etc.) including:
• Distribute mail from inter-office routing system
• Distribute deliveries/packages received from outside sources to appropriate personnel
• Ensure a neat and organized appearance of conference room and reception areas
• Distributes faxes and assists in sending faxes when necessary
• Supports event planning and engagement events when necessary
• Greets visitors and directs them to appropriate personnel/areas when necessary
• Welcomes and supports new hires through IT set up and onboarding process

Required Skills

Knowledge, Skills & Abilities:

• Excellent attention to detail, and executes responsibilities with a sense of urgency and follow-through
• Works independently and creatively with strong organizational and task management skills
• Proven experience in meeting deadlines and managing multiple priorities
• Owns the in-office presence of Human Resources, being a resource for visitors, new hires, IT, and others
• Ability to identify, analyze, and solve problems with practical solutions and present ideas effectively
• Enjoys working in partnership with others
• Excellent oral and written skills
• Ability to execute verbal and written instructions with independence
• Ability to effectively relay messages or instructions to others with effective listening and communication skills to ensure proper execution of assignments
• Positive attitude, resourceful, and an honest and direct communicator
• Strong technical, analytical, and communication skills, both written and verbal, with excellent grammar and writing skills
• Must be highly organized, self-motivated and disciplined at staying on task
• Must be flexible and able to work beyond regular business hours as needed
• Reliable and predictable attendance of your assigned shift
• Ability to work Full-Time and/or Part-Time based on the specific position for which you're applying

Required Knowledge & Experience

Education & Work Experience:

• High school diploma High or GED equivalent
• Some college or post-secondary education preferred
• Secretarial/Administrative experience
• Prior experience supporting senior leadership that includes managing their Outlook calendars
• Ability to multitask and prioritize daily workload
• Have a keen eye for design and an ability to take rough drafts of presentations and create visually appealing user content
• Possess an energetic, positive disposition
• Intermediate to advanced Microsoft Office skills with proficiency in Word, Excel, Outlook and PowerPoint
• Strong verbal and written communication skills
• Exemplary planning and time management skills
• Proven ability to maintain confidentiality and professionalism
• Experience with coordinating travel, expense reconciliation and accounting practices

This job has expired.