Executive Assistant Jobs (410)

Job Description

We are seeking an Project Specialist / Executive Assistant supporting the President, Global Enterprise Computing Solutions.

Candidates must have considerable experience and success working directly with Senior Executives and key internal / external stakeholders in a fast-paced global environment.

Candidates must be self-motivated, able to deal with ambiguity, change and demonstrate strong interpersonal skills / EQ with the ability to manage up, down and laterally and collaborate and build relationships across the business.

Candidates must have a demonstrated proficiency for collaboration and strong organizational skills; independently prioritizing workload to meet deadlines with ability to use business acumen & judgement to make decisions.

The ideal person is someone who thrives on seeing tasks to completion, with passion for technology.

What You’ll Be Doing :

Schedule, prepare, and facilitate key meetings; transcribe and distribute meeting minutes. Track and follow up on assigned action items.

Draft and edit communications and presentation materials

Structure and manage Leadership communications to the broader team; track responses and surface key issues for the Leadership team’s awareness and action

Own and execute cross-functional special projects, reporting key updates to Leadership stakeholders

Anticipate needs and proactively address developing issues

Work independently to perform diversified, complex and confidential duties

Screen calls and take detailed messages; provide information or redirect as appropriate

Receive and direct visitors; provide attentive support when hosting important business guests

Schedules and maintains calendar of appointments, meetings, travel itineraries (including international), expense reports and coordinates related arrangements, including screening requests for meetings / appointments

Plan conferences / events and coordinate stakeholder attendance, logistics, and agendas

Draft and review internal communications

Create executive summaries and other preparatory material for internal and external meetings, ensuring the President is fully prepared

Work with Marketing team to build Arrow and the President’s brand in social media, written communications, and presentations

Use administrative systems and technology for speed and efficiency; troubleshoot errors and engage company / department resources to gain resolution as needed

What We Are Looking For :

A minimum of 5 years prior work experience as a technical assistant / executive assistant

Prior success in assistant / project management / coordination role working closely with global executives

Previous experience working within the technology sector is preferred

A minimum of 3-5 years prior work experience in a global capacity

Goal oriented with strong ownership mentality and time management skills

Agile thinker with ability to see the big picture and outline / sequence details to achieve goals

Excellent oral, written and interpersonal communication skills

Analytical thinker with strong quantitative skills and desire for continuous learning

Ability to create, review and edit material on behalf of the President, with limited oversight

Proven Power Point proficiency including the ability to create detailed and compelling presentations used for executive-level sessions

Strong technical knowledge and interest, particularly in key Microsoft applications : Teams, Project, Word and Excel

Proficient experience using Apple products is highly preferred

Strong communication and diplomacy skills to exchange complex and / or sensitive information with multiple stakeholders, customers, and employees (internally and externally)

Excellent teamwork and collaboration skills

What's In It For You :

At Arrow, we recognize that financial rewards and great benefits are important aspects of an ideal job. That’s why we offer competitive financial compensation, including various compensation plans, and a solid benefits package.

Medical, Dental, Vision Insurance

401k, With Matching Contributions

Short-Term / Long-Term Disability Insurance

Health Savings Account (HSA) / Health Reimbursement Account (HRA) Options

Paid Time Off

Tuition Reimbursement

Growth Opportunities

Discounted RTD Passes, with convenient office location off RTD Light Rail (Dry Creek Exit)

On-site Café with Catering Option for Busy Lifestyles (availability subject to COVID-19 office guidelines)

24 / 7 / 365 On-site Gym and Lockers, Free for Use to All Employees! (Availability subject to COVID-19 office guidelines)

Bike Racks

And more!

Annual Hiring Range / Hourly Rate :

$74,000.00 - $104,500.00

Actual compensation offer to candidate may vary from posted hiring range based upon geographic location, work experience, education, and / or skill level.

The pay ratio between base pay and target incentive (if applicable) will be finalized at offer.

Location :

US-CO-Denver, Colorado (E Dry Creek Rd)

Time Type : Full time

Full time

Job Category : Business Support

Business Support

EEO Statement :

Arrow is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, gender, age, sexual orientation, gender identity, national origin, veteran or disability status.

Senior Administrative Assistant

4 months

Onsite - New York, NY

Pay Range : $34-$36 / hr

Must Have :

• Bachelor's Degree is required
• 3+ years of related experience
• Advanced Proficiency with the Microsoft Office programs, especially Word & Excel
• Applicant must be willing to learn new systems and adapt quickly to academic environment

Preferred :

• Higher education and / or non-profit industry experience
• Degree is in English or related subject
• Knowledge of medical terminology

Job Summary :

Reporting to Chief of Staff and the Interim Chair of the Department of Medicine, the Executive Assistant will provide personalized and confidential administrative support to the department Chair with discretion and independent judgment.

The candidate will interface with senior and administrative staff members and a wide array of University and Hospital offices, faculty members, corporations, and government agencies.

Responsibilities

• Provide executive-level support for the Interim Chair and senior administrators; resolve problems independently, relieving the Administrators of matters of detail.
• Screen all incoming calls, mail and visitors.
• Handle or redirect contacts and communications not requiring the immediate and personal attention of the Chair and senior leadership.

Draft and initiate correspondence; and maintain confidential files.

Manage the Chair's calendar, using sound judgment in determining priorities and overseeing all engagements and extensive travel schedule.

Schedule meetings, conferences and appointments; and advise attending parties of subject matter and providing required material.

• Coordinate and assist in gathering resource information for meetings and presentations and ensure adequate supplies. Prepare reports and presentation materials.
• Take and manage manuscripts, journals and correspondence.
• Assist with coordinating and organizing departmental conferences and events. Maintain follow up on important projects and assignments.
• Act as liaison between the Chair's office and other departments within the hospital / university and other institutions.

Work with faculty and staff to provide information as needed.

Perform additional related duties as assigned.

Minimum Qualifications

• Bachelor’s degree or equivalent in training and experience, with at at least three years of related experience
• Strong interpersonal and organizational skills are required, as well as the ability to exercise initiative and sound judgment
• Ability to think and write clearly and to edit material accurately
• Ability to work under pressure, meet deadlines and handle highly confidential information and material
• Ability to handle multiple projects simultaneously and to prioritize tasks while maintaining responsibility for timely execution
• Excellent writing, proofreading and editing skills
• Proficiency in business software applications (Excel, Word, PowerPoint, e-mail, calendar, etc.)

Preferred Qualifications

• Bachelor’s degree in English or related subject
• Knowledge of medical terminology

Other Requirements

• Demonstrated proficiency in project management skills including planning and executing technical and operational project activities with cross-functional teams.
• Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely manner.
• Ability to communicate effectively in both oral and written form.
• Ability to work independently and follow through and handle multiple tasks simultaneously.
• Ability to work with a variety of individuals and groups constructively and respectfully while appreciating the unique contributions of an inclusive workforce that brings together the talents of people across multiple identities.
• Strong proficiency in Microsoft Office (Word & Excel) or similar software is required as an ability and willingness to learn new systems and programs.
• Must be a motivated individual with a positive mindset and exceptional work ethic.

Executive Assistant

PrideStaff has partnered with our client in Dallas as they looking for an Executive Support Phenom to join their team.

The Executive Assistant provides a high level of support to the Tax Executive and Tax Team by executing various, complex tasks from calendar management to tracking tax returns, and planning events.

Essential Functions

Manage various calendars, schedules appointments and provide itineraries when requested

Arrange meeting and conference room scheduling, detailed travel plans and itineraries.

Assist with preparation of department budget; review expense variances

Process expense reports and prepare for reimbursement

Prepare complex business communications, presentations and reports.

Advanced PowerPoint and Excel skills required

Tax specific functions :

Maintain the tax department calendar, track due dates for tax returns and payments.

Coordinate filing of tax returns; maintain tax database and spreadsheet files.

Review and maintain tax software for team

Required Skills

Analytical Skills Problem Solving Technical Skills Communication Organizational Skills Motivated Resourceful

Education, Knowledge and Experience

Bachelor’s Degree is required

Minimum of 3-5 years of administrative support experience.

Strong proficiency in Microsoft Outlook, Word, Excel and PowerPoint

Compensation / Pay Rate (Up to) : $70,000.00 - $80,000.00 Per

Description

Summary :

This position is responsible for providing overallsecretarial support to the Vice President(s) to whom assigned toaccomplish daily workloads with duties including or comparable tothose indicate below.

The Executive Assistant handles a widevariety of situations involving the clerical and administrativefunctions of the executive offices, which often cannot be broughtto the attention of the executive.

The Executive Assistant servesas liaison between the Executives, Medical Staff, Board members,major donors, associates and the public, making independentdecisions when appropriate and working as part of a team foroverall support of executives.

Maintain executive’s calendar, schedulingmeetings and appointments as requested; on own initiative,establishes appointment priorities, reschedules or refusesappointments or invitations, and draws attention to important datesor conflicts.

Prioritizes own time according to workload demands.

Plans, coordinates and participates inadministrative and board-level meetings, following guidelines inHospital Bylaws, JCAHO Administrative and Board standards and otherregulatory entities, schedules meeting rooms;

orders catering;prepares agendas; does timely mail-outs; takes and transcribesminutes; coordinates follow-up actions; and, works directly withCommittee Chairs.

• Provides polite, courteousand professional reception and telephone service; tactfullydetermines nature and urgency of business;
• answers inquiries andresolves conflicts independently whenever possible using ownjudgment and knowledge of hospital operations;

refers toappropriate person if necessary.

• Readsincoming correspondence; determines deadlines and suspense dates;checks accuracy of documents requiring executive’s signature;
• summarizes content if needed; provides necessary backup materialfor executive’s review; offers advice or initiates reply ifappropriate;

and, coordinates follow-up as necessary.

Composes correspondence requiringunderstanding of hospital operations and policies; researches andprepares special projects or presentations;

initiates and maintainslarge and complex paper and electronic filing systems, developsmethod for organizing and retrieving information.

• Makes complex travel arrangements forindividual executives or groups, authorizing airline travel,lodging, conference rooms, catering, audio-visual equipment.
• In the executive’s absence, responds torequests for action or information; if necessary relays to theappropriate staff member;

intercepts requests and helps implementaction; insures timely response; decides whether executive shouldbe notified of important or emergency matters.

• Provides assistance and training to peers andsubordinates on equipment, hospital policies and workplacestandards. Supervises clerical support as needed.
• Demonstrates competence to perform assignedresponsibilities in a manner that meets the population-specific anddevelopmental needs of the members served by the department.
• Appropriately adapts assigned clientassessment treatment, and / or care methods to accommodate the uniquephysical, psychosocial, cultural, age specific and otherdevelopmental needs of each client served.
• Takes personal responsibility to ensurecompliance with all policies, procedures and standards aspromulgated by state and federal agencies, the hospital, and otherregulatory entities.
• Performs all duties in amanner that protects the confidentiality of patients and does notsolicit or disclose any confidential information unless it isnecessary in the performance of assigned jobduties.
• Performs other duties asassigned.

Requirements :

High School Diploma

Work Type : Full Time

Full Time

Job Id : 1321255 1674514599 Apply Now

Beacon Hills Staffing is pleased to offer an opportunity as a mid-level executive assistant to the COO of an internationally known non-profit organization .

The position will be In Office daily in the Battery / Galleria area of Cobb County. The position will be started as a contract to hire before converting over to a permanent team status.

The ideal candidate will need to demonstrate high end communication skills, professionalism and be able to confidently take responsibility for the assigned tasks and projects assigned.

Having the characteristics of kindness, understanding and passion for community service and desire to work in a non-profit environment are all important.

Please see additional requirements and experience for consideration :

Interface with staff, executive management, volunteers, and Board Members for project / objective completion

Scheduling, calendaring, reporting, and management correspondence

Light HR duties including onboarding, offboarding, PTO and related functions

Coordinate meeting for Board, and sub committees such as finance, investments, audits, compensation

Booking travel, accommodations, transportation, locations and meals.

Preparing agendas, PowerPoint presentations, reporting for meetings

MS Office Suite high proficiency required including extensive knowledge of Excel for data, reporting and charts. Outlook and PowerPoint are used daily.

This position is considered a mid-level EA role supporting a smaller team in a highly service and community driven environment.

They are seeking someone who wishes to remain in this role and drive the office in success and culture. If this position sounds like what you are looking for in a role, APPLY NOW for our review.

1321255 1674514599

Apply Now

Job Description :

Under the supervision of the Director of the Health Promotion and Chronic Disease Prevention Section (HPCDP) and general direction of the Staff Services Officer, this position performs advanced professional administrative assistance work for the HPCDP Section.

Assists, reviews, coordinates, and tracks assignments and inquiries for the HPCDP section. Provides high-level administrative assistance and support to section director and other staff within the section.

Provides technical advice and assistance to administrative staff within the section. Provides executive support to the section director.

Schedules, coordinates, and prioritizes internal and external appointments and meetings for the section director. Coordinates assigned meetings and conference calls as needed.

Monitors section director’s email and maintains calendar in Microsoft Outlook. Ensures calendar is updated and identifies potential scheduling conflicts.

Coordinates travel arrangements and purchasing as needed. Prepares and coordinates correspondence and reports. Handles credit card purchases for the HPCDP section.

Work is performed under minimal direction with considerable latitude for use of initiative and independent judgment. Essential Job Functions :

35%) In coordination with the section director, responds to requests for information, evaluates requests and inquiries to determine priority matters and alerts the director accordingly.

Assists, reviews, coordinates, and tracks assignments and inquiries. Prepares correspondence, forms, meeting agendas, and organizational charts using Microsoft Office Suite.

Proofs all correspondence for accuracy before routing for the director’s approval. Provides technical guidance and advice on administrative policies, procedures, standards, and other matters to HPCDP section staff.

Provides executive support to the section director. Schedules, coordinates, and prioritizes internal and external appointments and meetings for the section director.

Coordinates assigned meetings and conference calls as needed. Monitors director’s email and maintains calendar in Microsoft Outlook.

Ensures calendar is updated and identifies potential scheduling conflicts. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of the section director and other section staff.

Compiles and submits Open Records and Public Information Act Request reports within the allotted timeframe. Completes Community Health Improvement Division’s assignments in a timely and accurate manner.

20%) Completes purchase requisitions and processes invoices for payment. Follow up with appropriate staff within the agency regarding the requisitions and invoices and troubleshoot if any issues occur.

Coordinates travel arrangements and purchasing as needed. Enter travel request approvals and claims on behalf of the Section Director and other staff for reimbursement as needed.

Coordinates travel arrangements and hotel reservations for section director as needed. Prepares and submits travel vouchers for reimbursement.

15%) Handles credit card (ProCard) purchases for the HPCDP section and take necessary trainings for serving as a card holder.

Safeguards and uses the ProCard for approved purchases and follow the section’s guidelines and protocol. Submits the monthly ProCard reports in a timely and accurate manner.

Remain compliant with the agency’s requirements and processes.

25%) Acts as back up for other administrative staff and the Staff Services Officer. Train and mentor new administrative staff as needed.

Plans, directs and coordinates special projects, activities or events. Serves as a resource for section staff in the proper processes and steps in accomplishing administrative tasks.

Assists in the preparation of administrative reports and specialized projects for the HPCDP section. Measures progress made on plans or projects, presenting updates to staff involved in the planning process.

Responsible for routine and ad hoc administrative reports. May serve on section workgroups.

5%) Performs other duties as assigned including but not limited to, actively participating and / or serving in a supporting role to meet the agency’s obligations for disaster response and / or recovery or Continuity of Operations (COOP) activation.

Such participation may require an alternate shift pattern assignment and / or location.

Knowledge Skills Abilities :

Knowledge of office management principles, practices, and standard and administrative procedures.

Knowledge of State of Texas Open Records and Public Information Act reporting and routing.

Knowledge of State of Texas travel rules and regulations.

Knowledge of State of Texas purchasing systems, procedures, and standards.

Skill in written and verbal communication.

Skill in time management, planning, prioritizing, and organizing workload to meet deadlines.

Skill in bookkeeping.

Skill in the use of Microsoft Office (including Outlook, Word, PowerPoint, Excel, and Visio), State of Texas HHS Enterprise Portal, and CAPPS Financial System and Access HR.

Skill in the use of standard office machines and equipment.

Ability to track and prioritize multiple tasks and assignments.

Ability to handle the demands of a fast-paced office.

Ability to manage confidential information and sensitive issues and materials.

Ability to handle high-level administrative issues.

Ability to analyze and solve work-related problems independently.

Ability to prepare correspondence independently, proofread, and edit.

Ability to communicate effectively and courteously with executives, staff, and the general public.

Ability to plan and schedule meetings and make travel arrangements.

• Provide administrative assistance, such as writing and editing email, drafting memos, and preparing communications on the executive’s behalf
• Maintain comprehensive and accurate records
• Perform minor accounting duties (expense management)
• Organize meetings, including scheduling, sending reminders, and organizing catering when necessary
• Answer CEO’s phone calls in a polite and professional manner
• Welcome visitors and identify the purpose of their visit before directing them as appropriate
• Manage the executive’s calendar, including making appointments and prioritizing the most sensitive matters

Primary Responsibilities :

• Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Complete a broad variety of administrative tasks that facilitate the Executive team’s ability to effectively lead the organization, including assisting with special projects;

designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties.

• Compose and prepare correspondence; maintain contact lists; make travel arrangements; and complete expense reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.

Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.

Work closely with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.

Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.

• Maintain open communications with the Executive team, including meeting regularly; coordinating and providing information and documents as needed.
• Coordinate all Executive Team meetings and assist with staff meetings and events as needed.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
• Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
• Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows.

Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.

• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Answer CEO’s phones and respond to inquiries.
• Process and distribute daily mail.
• Invest in building long-lasting relationships both externally and internally.
• Manage petty cash reimbursements and reconciliation.
• Other projects / duties as assigned for the overall benefit of the organization.

Experience, Skills, Education and Abilities :

• Proven experience as an Executive Assistant supporting several leaders or relevant administrative support experience
• Proficient in MS Office (Outlook, Teams, Word, Excel, PowerPoint)
• Ability to prioritize, organize and plan workload effectively while multi-tasking
• Must be able to meet deadlines in a fast-paced quick changing environment
• Ability to manage multiple executive’s calendars
• A proactive approach to problem-solving with strong decision-making skills
• Professional level verbal and written communications skills
• Ability to communicate in a professional manner with team members at all levels of the organization
• Strong written and verbal communication skills
• A positive attitude when working with others
• Proactive with self-direction
• Strong attention to detail
• Honesty and Integrity
• Exempt position

Great team and environment, 5% year end bonus, excellent benefits including company paid 401K.

Executive Assistant(

Job Number : 25374)

25374)

Employee Status

RegularSchedule : Full Time

Primary Location

Dallas, TX

Description

At Moss Adams, we champion authenticity. For us, that means fostering a culture of talented people who care about you, about our clients, and about our communities.

Here, you’ll work towards our mission of empowering others to embrace opportunity, growing as a leader along the way. Our firm’s size, middle-market clients, customized career paths, and supportive culture make this a reality.

Join a values-driven firm where you’ll have fun while solving complex and interesting business challenges.

Introduction to the team

The Executive Assistant performs various administrative tasks and provides proactive and high-impact executive-level support to their assigned executives, location, and teams.

Independent and sound business judgment is required to plan, prioritize, and organize a diversified workload in a fast-paced environment.

The successful Executive Assistant is flexible, resourceful, a strong written and verbal communicator anticipates needs, maintains confidentiality, and provides high customer service.

Individuals who thrive at Moss Adams exhibit the following success skills Collaboration, Critical Thinking, Emotional Intelligence, Executive Presence, Growth Mindset, Intellectual Curiosity, and Results Focus.

Responsibilities :

• Proactively manage calendars and travel logistics for assigned executives
• Assist with the production of client deliverables
• Draft, edit and proofread business correspondence and presentations
• Serve as a liaison for internal and external clients, including screening phone calls, facilitating client communications to the appropriate client service staff, and following up with clients, when appropriate
• Manage time and expense entry for assigned executives
• Assist with engagement management activities as needed such as billings and new client acceptance
• Assist with support of marketing / practice development activities, including events, marketing materials, Client Relationship Management data maintenance, and industry group support
• Leverage internal network and teams to effectively manage workflow
• Other duties and special projects as assigned

Qualifications :

• High School Diploma / GED required
• Minimum of 1 year of related experience required, preferably in an executive support role; experience in a professional services environment preferred
• Must be legally authorized to work in the United States on a full-time basis upon hire. Moss Adams will not consider candidates for this position who require sponsorship for employment visa status now or in the future (e.g., H-1B status)
• Intermediate Microsoft Office Suite skills; advanced skills preferred
• Excellent written and verbal communication skills
• Judgement and ability to prioritize to effectively manage work load
• Ability to handle sensitive situations and confidential information with discretion
• Ability to work effectively with teams and independently
• Good problem solving and analytical skills; ability to identify process improvement suggestions
• Ability to travel as needed, approximately 5%
• May require some overtime hours

Moss Adams is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic protected by law.

Moss Adams complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities.

If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and / or to receive other benefits and privileges of employment, please contact .

California, Colorado, NYC, and Washington require employers to disclose the pay range in job postings. This is the typical range of pay for the position;

however, actual pay may vary based on experience, skillset, and location. This position may be eligible for an annual discretionary bonus.

For more information about our benefit offerings and other total rewards, visit our page.

Are you a highly skilled strategic thinker who thrives in a fast-paced environment with a proven track record of developing strong partnerships that guide impact for leaders and teams?

If so, please follow the link and apply to join our team! As an Executive Administrative Assistant supporting Commercial Banking, you will manage busy calendars, travel, plan and assist with local events and projects for the business and may support various activities such as managing tactical office needs, client tickets, compliance requirements or business travel tax.

You will tap into your thought leadership to manage priorities, ensure efficient use of executives’ time, and collaborate closely with colleagues to ensure robust on-site support and backup coverage.

You will also work with key stakeholders and business partners with the Events and Sponsorship Team, Office Management, etc.

to complete projects. Job Responsibilities : Manage complex calendars for leaders in a fast paced and dynamic environment, arrange travel plans, adjust and prioritize last-minute changes including logistics such as conference rooms, events, and catering, etc.

Support local event planning and execute as needed and / or support local employee engagement activities such as team recognition, events, etc.

Provide site support for local office requirements including phone coverage, assistance with new hire integration, facilities maintenance, supplies, floor access, presence at local events, greeting clients and guests and escorting them throughout the location, food orders / set up and takedown of conference rooms, ensuring superior client service at all times Provide general team support such as time keeping, training tracking, and assist in ad hoc projects as needed Maintain confidential data, enforce internal controls, and comply with policies and procedures Support Catalyst activity within scope for role and simple reporting for the business such as pulling canned reports and scorecards Required Qualifications, Capabilities and Skills : Strong organizational skills and ability to work independently in a demanding, changing environment Effective travel planning skills and knowledge Self-motivated, personal leadership, ability to be discrete, highly collaborative and team oriented Effective interpersonal skills and excellent communication - confident, organized, and clear Fluent in Microsoft Office, adapts easily to process changes and learns new technologies quickly, 3+ years of administrative support experience with background in a client facing sales and financial services environment Commitment to customer service and ability to work in team-oriented environment tied to solid judgment, decision making and problem-solving skills Note : this role requires five days in the office (Mon-Fri) and will not support Hybrid options.

Req ID : 401188

BASIC PURPOSE : This position is responsible for providing administrative support for the Musket’s Vice President, and Directors.

Duties include general clerical, and administrative tasks and project responsibilities.

MAJOR RESPONSIBILITIES :

• Assisting others, and working independently, in gathering and analyzing data and assembling it for use in internal / external meetings, presentations or reports, as directed by the Vice President or Directors
• Maintain and / or assemble and publish reports such as organization charts, floor plans and space utilization, budget and expenditure tracking and reconciliation spreadsheets
• Take and distribute meeting notes
• Manage the local conference room booking through Outlook tools
• Schedule and book travel and arrangements
• Preparation of Executive(s) expense reports
• Interface with internal and external parties for Executive through written and phone correspondence and administrative meetings as required
• Light filing, copying, faxing, and organizing
• Calendar maintenance and appointment scheduling for Executive
• Maintain conference rooms and common areas in a professional manner
• Answer main phone line, direct calls, and greet visitors to the office
• Other duties as assigned

EDUCATION AND EXPERIENCE :

• Education :
• HS Diploma or equivalent required
• Bachelor’s Degree a plus
• Experience :
• 5 years experience in similar role

SKILLS AND PHYSICAL DEMANDS :

• Skills :
• Bilingual English and Spanish
• Hard skills : Computer Skills, Microsoft Office, Access, Visio, PowerPoint, and SharePoint, Typing (60+ wpm)
• Soft Skills : Strong oral and written communication skills, keen attention to detail and organization skills, research and follow-up skills, customer focused, able to be a team player and the ability to work independently, able to deal with confidential information
• Typical Physical Demands :
• Requires prolonged sitting, some bending and stooping.
• Occasional lifting up to 25 pounds.
• Manual dexterity sufficient to operate a computer keyboard and calculator.
• Requires normal range of hearing and vision.

Job Function(s) : Corporate

Love’s Travel Stops & Country Stores is the industry-leading travel stop network in the United States. For more than 55 years, we’ve provided customers with highway hospitality and Clean Places, Friendly Faces.

We’re passionate about serving drivers with clean, modern facilities stocked with fuel, food and supplies. We offer meals from popular restaurant chains, trucking supplies, showers and everything needed to get back on the road quickly.

The Love’s Family of Companies includes :

• Gemini Motor Transport, one of the industry’s safest trucking fleets
• Speedco, the light mechanical and trucking service specialists
• Musket, a rapidly growing, Houston-based commodities supplier and trader
• Trillium, a Houston-based alternative fuels expert

Overview

JOB DESCRIPTION

TITLE : Executive Assistant

DEPARTMENT (S) : Administrative

DIRECT REPORTs : N / A

REPORTS TO : CEO

ABOUT US

At LaunchPad Home Group, we are looking for an individual who is passionate about building relationships and supporting the needs of others.

In this critical role, you will help us live our mission creating lifelong relationships by simplifying home ownership and we want you to be a part of that! We are on a mission to support our clients throughout their home ownership journey and believe that everyone deserves to live in a safe environment to raise their family and create lifelong memories.

We aspire to not only be the leading provider of quality home inspections, but to play an essential role and serve as their solutions partner for all their home’s safety needs.

If you are looking to make a difference in the lives of others, then this is the role for you!

POSITION SUMMARY

The Executive Administrative Assistant’s primary focus is providing highly confidential administrative support to the CEO and Senior Level Executives.

They must be able to manage and coordinate a variety of departmental activities under limited supervision. Individual is expected to be aware of business activities and events as they relate to the areas.

It is anticipated this individual will foster a collaborative work environment. It is essential that this person has excellent judgment and discretion when interacting with others and in managing information.

Ideal candidate is professional, organized, able to multitask, strong computer skills including Word, PowerPoint, and Excel, and has strong communication skills, both written and verbal.

ESSENTIAL JOB FUNCTIONS

• Provide administrative support for the Executive team by providing a myriad of support tasks to successfully meet program goals and responsibilities.
• Managers calendars, arranges travel and coordinates meetings and special events.
• Answering and responding to incoming phone calls, emails, texts, and online scheduler inquiries in a timely manner
• Provides detailed responses to requests for information, and overall office management.
• Take inventory of green bag supplies (customer gift bags) and orders green bag supplies when needed.
• Booking and managing travel and expenses, coordination of internal meetings and functions, schedule meetings, reserve conference rooms, set up video and conference calls, register and greet visitors, catering coordination and set-up.
• Ensure equipment is working and available (copiers, printers, fax, etc.)
• Draft communications for CEO to include company-wide messages.
• Develops PowerPoint presentations for Company town halls.
• Record and distribute meeting notes; record, distribute and track meeting action items and handle other routine communications.
• Experience working with remote employees and managers.
• Prepares board packages using Excel and PowerPoint
• Support the Finance Department with light accounting projects.
• Maintains good public relations and interacts with customers and co-workers in a respectful and professional manner.
• Other duties as assigned.

SKILLS AND ABILITIES

• Understand complex processes
• Creative problem-solver
• Must be highly organized, flexible, deadline and detail oriented
• Must be a self-starter with limited supervision
• Excellent interpersonal skills with the ability to build and maintain relationships
• Ability to learn various computer systems and track progress
• Coachable team member who works hard to help the team succeed

MINIMUM REQUIREMENTS

• High School Diploma or GED
• Office administration experience at the executive level
• Proficient in Microsoft Office Suite

PREFERRED REQUIREMENTS

• Real estate, home inspection or related field experience
• Associate degree or greater
• Bi-lingual a plus

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Summary

The Volpe Center seeks an Executive Assistant for the Volpe Center Director for Research and Innovative Technology, assisting in the efficient and effective management of the executive offices, assisting in the delivery of programmatic responsibilities related to the Center's technical projects and administrative support functions.

The employee also performs special projects which cover a range of issues that result in providing pertinent analysis and information that influences decisions.

Duties

The Executive Assistant :

Maintains the Director's schedule and keeps the Director informed of appointments, conferences, and facilitates travel arrangements.

Appointments are scheduled to ensure efficient utilization of time and diplomacy is used to cancel or reschedule appointments in favor of those having higher priorities.

• Develops and maintains a system of records to document and track correspondence and proactively follow-up to expedite actions.
• Receives visitors, calendar invites and telephone calls to the Director. Uses discretion, sense of timing and propriety, and an understanding of supervisor's interest in making proper disposition of calls or visitors.
• Prepares management communication, analysis and reports on data, and organizes the data to deliver briefings to managers, that include, guidance on techniques for management and methods improvement;

analyzing and advising on proposed reorganizations or realignment of administrative functions; and developing new processes, data, tools, training, manuals and directives covering the administrative aspects of the organization and its oversight.

Leads efforts and studies for determining, developing, evaluating, and interpreting complex administrative processes and evaluating indirect budget resulting in recommendations and process improvements.

The ideal candidate has served as a lead in an administrative role with responsibilities for determining and interpreting certain administrative policies and procedures to be used throughout an organization.

Superb communication skills are a must as this position will convey technical and administrative management requirements to employees, peers, executives and contractors across the agency.

PLEASE NOTE : Current Volpe employees with duty stations other than Cambridge, MA may apply for this position and may remain in their current duty station, if selected.

Salary will be adjusted in accordance with the locality pay of the specific area.

Requirements

Conditions of Employment

• You must be a U.S.Citizen and eligible for consideration.
• You must meet specialized experience to qualify.
• Required documents must be submitted by the closing date.
• Submit application and resume online by 11 : 59 PM EST on the closing date.

CONDITIONS OF EMPLOYMENT :

• SELECTIVE SERVICE : Males born after 12 / 31 / must be registered for the Selective Service.
• GOVERNMENT TRAVEL CARD : This position involves travel. A government contractor-issued travel card will be issued and must be retained for official business only.
• PROBATIONARY PERIOD : You must complete a one-year probationary period (unless already completed).
• TIME-IN-GRADE : Federal applicants must have served 52 weeks at the next lower grade in the competitive or excepted service in the executive branch to satisfy time-in-grade restrictions contained in 5 CFR , Subpart F.
• DEU REQUIREMENTS : Applicants selected under delegated examining procedures may be required to successfully complete a one-year probationary period (unless already completed).

Qualifications

To meet the minimum qualifications for this position, you must meet either the education or specialized experience requirements for the grade at which you are requesting consideration.

To qualify for the GS-11 on Experience, you must have at least one year of experience equal or equivalent to the GS-09 it must include :

• Experience performing analysis and develops reports on processes, policies, procedures and technical outcomes. Conducts administrative studies and analyzes practices and procedure to identify solutions.
• Experience providing technical guidance to the administrative support staff to include review of work submitted for the executive offices, providing guidance, and developing necessary training while ensuring adequate administrative support for the executive offices.

To qualify for the GS-11 on Education alone, you must have :

3 years of progressively higher level graduate education leading to a Ph.D. degree or Ph.D. or equivalent doctoral degree.

You can also qualify based on a combination of higher level graduate education and experience. This must be fully supported by your resume and transcripts, provided with your application.

To qualify for the GS-12 on Experience, you must have at least one year of experience equal or equivalent to the GS-11 it must include :

• Experience leading the examination and analysis of complex administrative support procedures, processes and matters, develops reports on processes, policies, procedures and technical outcomes.
• Experience leading efforts and studies for determining, developing, evaluating and interpreting administrative policies, and procedures.

Examines, analyses, and ensures administrative processes are operating at the greatest level of effectiveness.

You cannot qualify on education at the GS-12 level; you must have experience.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs) : Your qualifications will be evaluated on the basis of your level of knowledge, skills, abilities and / or competencies in the following areas :

• Knowledge and skill in applying analytical and evaluative methods in the assessment and improvement of administrative program operations and administrative management processes to improve efficiency of operations.
• Skill in conducting research and preparing internal and external correspondence, reports and briefing books, and budgets sufficient to recognize essential data and provide concise, pertinent summaries of information.
• Skill in effective oral communications and knowledge of basic public relation principles to promote a harmonious relationship with Congressional offices, state and local government officials, various federal agencies, and the public.
• Knowledge of grammar, spelling, punctuation and required format, and skill in writing letters, correspondence, reports, and other documentation, and in summarizing this information for use by others.

For all types of consideration, experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.

g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience

For additional information about applying to Federal positions, please click on the following link : enrolled in a qualifying degree program can apply if the anticipated graduation date is within six months of closing date of the announcement.

Graduation transcript must be received before start date.

Other applicants must meet all qualification requirements by the closing date of this announcement.

Additional information

This announcement may be used to fill additional positions if similar vacancies occur within 90 days of the issue date of the referral certificate.

The U.S. Department of Transportation strives to ensure that equity, transparency, accountability, collaboration, and communication permeate all that we do for the betterment of the Department, the traveling public, and our nation.

As such, DOT values a highly diverse workforce of persons who promote a culture of belonging by respecting the personal dignity and worth of each individual and fostering a positive environment where all feel safe and welcome.

If these commitments coincide with your personal ideals and professional aspirations, please consider joining the DOT family.

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.

Opens in a new windowLearn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.

Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

DESCRIBING YOUR EXPERIENCE : PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. If your resume / application does not support your questionnaire answers, we will not allow credit for your response(s).

Your resume must contain sufficiently detailed information upon which to make a qualification determination. Please ensure that your resume contains specific information such as position titles, beginning and ending dates of employment for each position, average number of hours worked per week, and if the position is / was in the Federal government, you should provide the position series and grade level.

To compete with U.S. Citizens : If you meet the qualification requirements, your application will be placed in one of two categories : Qualified and Well Qualified which is based upon your responses to the vacancy questions.

Within these categories, applicants eligible for veteran's preference that have provided supporting documents will receive selection priority over non-veterans.

The top rated applications will be reviewed for the quality of your experience, education and training relevant to the position.

To compete with other competitive status government employees : If you meet the qualification requirements, your application will be scored based upon your responses to the vacancy questions.

The top rated applications will be reviewed for the quality of your experience, education and training relevant to the position.

If referred, all relevant documents including performance appraisals and awards submitted with your application package will be forwarded to the hiring official for review.

Eligible Federal employees also seeking consideration for noncompetitive reassignment for this position must indicate interest in the assessment.

Noncompetitive federal candidates must have competitive status on a SF-50, meet minimum qualifications, have served at the same grade or higher, and held or exceeded the promotion potential of this position.

All applicants : Your application will be rated on the extent and quality of your experience, education and training relevant to the position.

The answers you select in the on-line process must be substantiated in your application package. If upon review, it is determined that your described work history, competencies, and / or supporting documents do not support your answer choices, your application may be updated on your behalf or you may not be referred to the selecting official.

Please ensure that your work history provides enough details to support your answers. The Automated Staffing Office is ultimately responsible for determining your final rating.

You may preview questions for this vacancy.

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.

Opens in a new windowLearn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.

Contact the hiring agency for more information on the specific benefits offered.

Required Documents

As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee.

You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.

RESUME - All applicants must provide a resume created within USA Jobs Resume Builder, that shows relevant experience, education and support the required specialized experience.

Formatted resumes can by uploaded later in the application process.

TRANSCRIPTS are REQUIRED if you are substituting education for experience. The transcripts need not be official, but must show that you meet the stated education requirements, including specific major or class requirements.

PERFORMANCE APPRAISALS / INCENTIVE AWARDS : If applicable, performance appraisals and / or Incentive award documentation may be submitted and forwarded to the selecting official in consideration of your application.

To receive credit, submit a recent performance appraisal (dated within 18 months) showing the official rating of record, signed by a supervisor, or statement why the performance appraisal is unavailable (do not submit a performance plan) and / or incentive award documentation dated within the last 18 months (i.

e. performance awards, special act or achievement awards, quality step increases, etc.).

VETERANS : Your last DD (member 4 copy), Certificate of Release or Discharge From Active Duty, that shows the type of discharge and all dates of active duty is required to verify your eligibility.

• If applying to a vacancy opened to all US Citizens under category rating and wish to be considered as a preference eligible, you need to submit a copy of your DD (member-4 copy).
• If claiming preference eligibility as a disabled veteran, you must submit proof of entitlement of this preference which is normally a valid letter from the Department of Veterans Affairs certifying to the present existence of the service-connected disability and indicating the percentage of your disability.

An SF-15 is desired, but not required.

If applying to a vacancy opened Status and you are requesting consideration under Veteran's Employment Opportunity Act (VEOA) ( you need to provide a copy of your last DD (member-4 copy), which verifies your military service dates, reason for separation, OR certification of separation that shows a discharge date within days of the closing of this announcement, and eligibility for consideration under the Veterans Employment Opportunity Act.

FEDERAL APPLICANTS : You must submit SF-50(s) that verify your highest competitive grade, full performance level, and eligibility as a federal applicant.

DO NOT submit an award SF-50 as these often do not verify grade or eligibility. For consideration for a promotion, Box 4 of the SF-50 must show a date that is at least 52 weeks prior to the job announcement closing.

We recommend submitting your last promotion SF-50 or within-grade increase SF-50. Pay adjustment raise SF-50s for the current year will not support the 52 weeks' time-in-grade requirements.

COMPETITIVE APPLICANTS : If requesting concurrent consideration for Non-competitive (NC) appointment eligibility, you must provide the appropriate SPECIAL APPOINTING AUTHORITY DOCUMENTS, such as PCS orders (military spouse) describing move & marriage certificate;

letter from VA or DD describing % disability of spouse; letter from State Vocational Office certifying disability (schedule A), etc.

For more information, visit military spouse NC appointments or Persons with Disabilities NC appointments.

DISPLACED EMPLOYEES : If requesting consideration under the Career Transition Assistance Program (CTAP) or Interagency CTAP program (ICTAP), you must meet the well qualified standards for this vacancy (meeting minimum requirements for position and scoring at least an 85) and provide all of the following documents :

• your most recent performance appraisal,
• the proof of eligibility letter from the Agency, and
• your most current SF-50, displaying current series and grade.

Displaced employees may be eligible for ICTAP or CTAP priority consideration. For more information, please review the OPM Employee's Guide to Career Transition.

Failure to submit any of the required documents by the closing date of the vacancy will result in your removal from consideration for this position.

Please review your application prior to final submission and ensure you have submitted all appropriate documents. Uploading documents to USAJobs does NOT ensure inclusion with your application to our system.

You must verify that the documents are in the system with your application prior to final submission.

If you are relying on your education to meet qualification requirements :

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications.

Therefore, provide only the attendance and / or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

How to Apply

You must submit a complete application package (including resume, vacancy questions and supporting documents) no later than 11 : 59 (EST) on the closing date of the announcement.

• To begin, click the "Apply Online" button on the job announcement posting.
• Follow the directions to register, submit all required documents and complete the assessment questionnaire.
• You may review your saved application(s) at you are having difficulty applying online, please contact the DOT Automated Staffing Office via email at :

Agency contact information

Automated Staffing Office

Phone

Email

Address

DOT, OFFICE OF THE SECRETARY

New Jersey Ave., SE / HAHR-50

Washington, District of Columbia

United States

Next steps

You may check your application status by logging into . (Select "My USAJOBS" and click "Applications"). Within two weeks of the closing date, a Human Resources Specialist will evaluate your application.

Ratings will be determined based on the documents and information received by the closing date. Qualified candidates will be assigned a category, not including points that may be assigned for veterans' preference.

If the vacancy is advertised under status, your application will be scored on a scale between 70 - . The most highly qualified candidates are then referred to the hiring manager for further consideration.

If the vacancy was advertised under category rating, then the appropriate veteran's preference will be applied. If you are selected for an interview, the hiring agency will contact you directly.

Once the position is filled, we will notify all applicants of their final status.