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Executive Assistant
Milwaukee, WI
Job Description
The Executive Assistant will wear many hats by providing receptionist duties for the company’s home office, by supporting key executives with administrative support, and by providing support to the Human Resources department. With diverse job responsibilities, no two days will ever be the same.
Essential Functions
· Greet visitors and clients in a highly professional manner and direct to appropriate company personnel.
· Answer phones and transfer/direct calls to appropriate personnel.
· Provide general administrative and clerical support to various departments as needed.
· Receive and sort mail and deliveries.
· Prepare outgoing mail and FEDEX for pick-up.
· Monitor and order supplies for all locations by monitoring current inventory, ensuring cost effective purchases, and managing to budget per directives.
· Present a professional image both in appearance and behavior.
· Maintain a work environment that is free from clutter, organized, and presents a high level professional appearance to visitors and staff.
· Fax, photocopy and scan documents as requested.
· Complete small projects for various departments.
· Provide administrative support to key executives and Board of Directors by coordinating and planning meetings and making travel arrangements.
· Prepare and maintain board correspondence, including agendas and meeting minutes.
· Prepare a variety of reports, charts and graphs using Word, Excel, and PowerPoint with a high degree of accuracy and with a highly professional look.
· Research and summarize information as requested.
· Assist with the planning of company events.
· Handle sensitive and confidential situations.
· Assist with recruiting efforts by posting jobs, scheduling interviews, and administering the applicant tracking system.
· Maintain confidential department files.
· Perform background checks via a number of venues, including social media.
· Prepare materials for distribution to employees.
· Update HR forms and documents.
· Perform employee updates and maintenance in HRIS.
· Other Duties as assigned.
Minimum Requirements
· High school diploma or equivalent
· At least 5 years experience in a senior level administrative support role
Educational, Experience, and Licensing Preferred Requirements
· Bachelor’s degree in business or related field
· Previous experience in preparing board reports, compiling minutes
· 1+ years of experience in relocation or real estate industries
Other Qualifications
· Excellent verbal and written communication skills that are error free and convey appropriate intent and tone.
· Work under minimal direction, organized, and have the ability to prioritize commitments and projects.
· Demonstrated attention to detail and accuracy.
· Demonstrate high level of flexibility.
· Demonstrated ability to think critically and problem solve. Demonstrated common sense approach to problem solving.
· Act with persistence and tact in resolving issues both internally and externally.
· Exemplary customer relations skills that include the ability to work with discretion and integrity.
· Team player with a strong work ethic.
· Above average skills in Microsoft Office (Outlook, Word, PowerPoint and Excel).
· Able to have off-hours flexibility, ability to work across time zones, and to travel as needed to meetings and training events.
Physical Requirements
This position is considered light duty with frequent phone and computer use. Must be able to climb stairs and lift up to 25 pounds.
NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as needed to meet the ongoing needs of the organization.
Equal Opportunity Employer - Disability/Vet. TRC will provide equal opportunity to all individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
Job Summary
Company
Start Date
Immedately
Employment Term and Type
Regular, Full Time
Hours per Week
40
Work Hours (i.e. shift)
8:30am-5pm
Required Education
High School or Equivalent
Required Experience
5+ years
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