Executive Assistant

Hargrove and Associates•Mobile, AL

23d•Onsite

About The Position

Generally responsible for assisting Executive and Management Leaders with all aspects of administrative and clerical duties. This work will be performed under general supervision. Primary responsibilities will include but are not limited to: Assisting in Deltek Vision Resource Planning and producing reports. Managing executive and leader outlook calendars. Preparation of proposals. Preparation of organizational charts. Preparation of correspondence and transmittals. Preparation of company mailings and labels. Entering and submitting executive and leader expense reports. Entering and maintaining current client contact information in both Deltek Vision and Microsoft Outlook. Completing clerical and administrative tasks and errands as requested. Providing back-up support for front desk reception, incoming phone calls and mail collection and distribution. Registering Company teammates for conferences and exhibits and coordinating staffing, assuring that displays, promotional items, and marketing materials are delivered and set up as needed. Tracking and obtaining approval for charitable contributions, preparation of check requests and transmittals. Obtaining quotes and/or scheduling travel, conference calls and video conferences. Meeting scheduling and ensuring proper arrangements are made. Preparation and distribution of Resource Leader/Project Manager meeting notes. Preparation of presentations and other client related information. Posting announcements and other Company related information to appropriate publications and Company intranet. Assisting in coordinating company events including holiday gatherings, community involvement, and retreats. Execution of special projects. Providing scanning, copying, faxing, and filing services for Executive and Management Leaders. Maintaining professional appearance of meeting spaces. Participation in meetings when necessary and preparation of meeting notes for Leader approval.

Requirements

High School Diploma or equivalent is required.
8 or more years of relevant experience in executive administrative and clerical services in a professional environment.
Knowledge and application of company standards.
Knowledge and application of office administration procedures.
Proficient in the use of Microsoft Office and other software as needed.
Extreme attention to detail.
Excellent proofreading and grammar.
Ability to communicate effectively, both verbal and written.
Ability to maintain confidentiality in all areas.
Ability to work in a fast paced environment with extreme multi-tasking.
Ability to prioritize effectively.
Ability to develop reports.
Ability to maintain effective working relationships with teammates, clients, and vendors.
Ability to listen and ascertain the needs of teammates and clients
Ability to find and communicate accurate information concerning Hargrove services and capabilities.
Ability to work flexible hours as needed.
Ability to participate in after hours volunteer events as needed.

Nice To Haves

Advanced coursework is highly preferred.

Responsibilities

Assisting in Deltek Vision Resource Planning and producing reports.
Managing executive and leader outlook calendars.
Preparation of proposals.
Preparation of organizational charts.
Preparation of correspondence and transmittals.
Preparation of company mailings and labels.
Entering and submitting executive and leader expense reports.
Entering and maintaining current client contact information in both Deltek Vision and Microsoft Outlook.
Completing clerical and administrative tasks and errands as requested.
Providing back-up support for front desk reception, incoming phone calls and mail collection and distribution.
Registering Company teammates for conferences and exhibits and coordinating staffing, assuring that displays, promotional items, and marketing materials are delivered and set up as needed.
Tracking and obtaining approval for charitable contributions, preparation of check requests and transmittals.
Obtaining quotes and/or scheduling travel, conference calls and video conferences.
Meeting scheduling and ensuring proper arrangements are made.
Preparation and distribution of Resource Leader/Project Manager meeting notes.
Preparation of presentations and other client related information.
Posting announcements and other Company related information to appropriate publications and Company intranet.
Assisting in coordinating company events including holiday gatherings, community involvement, and retreats.
Execution of special projects.
Providing scanning, copying, faxing, and filing services for Executive and Management Leaders.
Maintaining professional appearance of meeting spaces.
Participation in meetings when necessary and preparation of meeting notes for Leader approval.