Executive Administrator

Company: KellyMitchell ( Learn More )

General Information
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Job Description

KellyMitchell matches the best IT and business talent with premier organizations nationwide. Our clients, ranging from Fortune 500 corporations to rapidly growing high-tech companies, are exceptionally served by our 1500+ IT and business consultants. Our industry is growing rapidly, and now is a great time to launch your career with the KellyMitchell team.

Job Summary: Executive Administrator


  • Provides professional telephone support daily for phone with multiple lines. Places, screens and refers calls to appropriate personnel.
  • Takes messages or responds to highly diversified inquiries from internal and external contacts.
  • Provides courteous, efficient and timely responses to phone and email inquiries utilizing experience and training to determine the limitations on the extent and type of information which may be provided. 
  • Maintains and prioritizes daily action items for personal follow up and management.
  • Assists and relieves manager of a variety of complex administrative duties involving contact and exposure to proprietary information.
  • Determines when to act for management and when to refer problems for personal attention.
  • Handles details of a highly confidential and critical nature including human resource data, budget, forecasts, etc. 
  • Collects and prepares information for use in discussions/meetings of executive staff and outside individuals.
  • May involve preparing high-quality, executive level PowerPoint presentations, Word documents and/or Excel spreadsheets.
  • Drafts and types non-routine letters, memos, documents and various reports requiring comprehensive knowledge of methods, procedures, policies and organization.
  • Maintains appointment schedules and keeps Outlook calendar.
  • Organizes and coordinates meetings including conference calls.
  • Proactively monitor email inboxes, as requested, for important communications and alerts.
  • Arranges travel and hotel reservations as requested.
  • Assembles information and prepares materials including itineraries.
  • Accurately prepares expense statements.  
  • Coordinates team events (planning, logistics, attendee confirmations, etc.) as requested.
  • Monitors event spend to budget if required/requested.
  • Manages event requests, invoices, and related paperwork as necessary.
  • Receives, sorts, distributes, opens and screens incoming email and mail. Categorizes and prioritizes response needed.
  • Uses initiative to prepare responses and to assemble background information from many sources.
  • Summarizes lengthy correspondence, highlighting key topics. Follows up to ensure that proper and timely action is taken.
  • Team with other Executive Administrators and team members on special projects and short turnarounds as requested.
  • Support team members as required.
  • Provides back-up to other Administrators in the group as well as other executives as required.
  • Effectively coordinate vacation schedules and telephone coverage in advance with other Administrators (e.g. coverage during breaks, meal times, out of office appointments, vacation days. etc.). 
  • Undertakes projects at direction of manager such as preparation of correspondence, reports, presentations, etc.
  • Offers ideas for executive and team improvement and best practices when required or as appropriate.
  • Job Requirements