Executive Administrative Assistant

Company: Select Staff ( Learn More )

General Information
US-TX-San Antonio
4 Year Degree
At least 5 year(s)
Job Description

Job Title: Administrative Assistant


Administrative Assistant Position Summary:

Provides general to advance secretarial, administrative, and office support, often of a non-routine nature, for one or more managers, typically at Director level or above.

Major Administrative Assistant Accountabilities:

●  Answers, screens, and directs telephone calls, creating a positive impression with callers and arranging conference calls.

●  Prepares outgoing mail and correspondence, including email and faxes.

●  Transcribes dictation from notes, machine, or voice recordings on to PC software.

●  Prepares routine correspondence, reports, and presentations.

●  Conducts research and compiles statistical reports.

●  Makes copies of correspondence or other printed materials.

●  Organizes and maintains file system, and files correspondence and records of a confidential nature.

●  Organizes and expedites the flow of work through the manager’s office.

●  Schedules appointments and makes arrangements for meetings and conferences, which may include preparing agendas, reserving and preparing facilities, and recording and transcribing minutes of meetings.

●  Arranges and coordinates travel schedules and reservations.

●  Greets visitors and directs them to the appropriate area or person.

●  Processes invoices and requisitions.

●  Monitors and reconciles controllable expenses, and assists in the preparation of annual budgets.

●  Orders and maintains supplies and arranges for equipment maintenance.

Administrative Assistant Knowledge, Skills, and Abilities (required):

·  Knowledge of business vocabulary and standards for office communications.

●  Ability to read and interpret company policies, regulatory guidelines, and other work-related documentation.

·  Ability to abide by confidentiality requirements when working with sensitive information, results, and communications.

●  Skill in providing thorough, efficient, and effective customer service to individuals at all levels within the organization.

●  Ability to communicate effectively through written and verbal methods.

·  Ability to accomplish work within required timelines, including short, long, and emergency timeframes.

●  Ability to cross-train in other department duties to ensure efficient coverage department responsibilities.

●  Ability to work with others to accomplish challenging assignments.

·  Ability to multi-task and prioritize multiple assignments to ensure completion of tasks within stated time requirements.

●  Basic skill using Microsoft Office programs (i.e., Word and Excel).

Knowledge, Skills, and Abilities (preferred):

·  Proficient knowledge preferred in SAP and BOBJ reports.

Education and Experience Requirements (required):

·  High School diploma or GED required.

·  5 years of secretarial experience required.

Education and Experience Requirements (preferred):

·  Experience providing administrative support for corporate executives in the refining/petroleum industry preferred.


Physical Demands:

Complete physical activity inventory. Make any changes as required.

Physical requirements include occasional lifting/carrying of 5 pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting,
and kneeling to perform the essential functions.

Job RequirementsRequirements for the Administrative Assistant Role:

* Dependable and results oriented.
* Intermediate to advanced knowledge of Microsoft office programs.
* Able to pass a criminal background check.
* High school diploma or equivalent.
* Excellent organizational and communication (oral/written) skills.
* Meticulous eye for detail.
* High level of accuracy.