EXECUTIVE ADMINISTRATIVE ASST

BRMS•Honolulu, HI

9d•Onsite

About The Position

The Executive Administrative Assistant is responsible for performing administrative tasks for the DOO and two Account Executives. Manages their calendars, travel arrangements and coordinates business meetings. Coordinates work flow; keeps updates on delegated tasks to ensure progress to deadlines. Assists with special projects.

Requirements

Demonstrated Paralegal Experience Preferred
Excellent customer service skills, both in person and over the phone
Flexibility a must
Excellent interpersonal skills
Project Coordination Experience
Must be dependable and maintain excellent attendance
Ability to maintain confidentiality
Ability to work well with all levels of internal management and staff as well as outside clients and vendors
Strong computer and internet research skills including Excel, Word, Outlook, and general knowledge of Power Point
Ability to work independently
Ability to grow with changing demands of the position and the company
Excellent writing skills in creating correspondence and taking minutes
Must have experience scheduling and calendaring for others
Ability to multi-task efficiently
High school or G.E.D. equivalent; and minimum of three years of increasingly responsible administrative office support, specialized administrative support (paralegal) or secretarial experience and/or training.
Ability to read, speak, and write effectively in English.
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations.
Ability to write reports and business correspondence.
Ability to effectively present information and respond to questions from groups of managers and clients.
Ability to add and subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
Valid, class C license in state working with no adverse driving record.

Nice To Haves

Paralegal Experience Preferred

Responsibilities

Works on site with consistent attendance.
Maintain a high level of customer service in all aspects of the position
Handle incoming and outgoing phone and electronic communications on behalf of executive management
Arrange travel arrangements and reservations for executive staff as needed
Prepare reports as requested
Coordinate projects
Assist with event planning
Maintain calendar; ascertain which events require Executive Management Team’s presence
Arrange meeting facilities, prepare agenda in advance and take minutes
Format necessary meetings and generate accurate meeting notes. Follow up as necessary on assigned deadlines
Maintain highest level of confidentiality
Maintain and oversee current travel programs
Responsible for gathering receipts to ensure accurate expense reporting
Provide admin support to Executive staff
Track Executive Staff’s Continuing Education credits
Maintain sales contacts within Outlook
Print, bind and prepare presentation packets