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Executive Assistant I

Aflac 3 months ago

Executive Assistant I

Location: Remote, US

Job Summary

The Executive Assistant I assists Life, Absence, and Disability leadership and initiates, prepares, coordinates or follows up on administrative functions associated with executive’s area of responsibility; coordinates with division management to ensure prompt resolution of all inquiries or issues received

Principal Duties & Responsibilities

  • Prepares a variety of sensitive or routine correspondence on own initiative from drafts or verbal instruction, such as memos, letters, articles, reports, proposals, charts, etc.; prepares and processes routine forms, documents, requisitions, purchase orders, transmittal forms, etc., following standard procedures and responds to inquiries
  • Serves as a liaison between executives, managers, and visitors as required; reviews requests, schedules appointments, and resolves problems requiring in-depth knowledge of company policies and procedures and projects in progress; receives, screens, and routes incoming telephone calls, places calls, receives visitors, arranges appointments, and maintains the executive calendar; coordinates travel arrangements and schedules meetings, prepares agendas and materials for presentations, and takes and prepares meeting minutes
  • Maintains inventory levels of office supplies and initiates purchase orders as necessary; reconciles invoices and maintains current expense and balance records against budgeted dollars; provides administrative assistance to the management team by compiling data for and developing the department’s budget; submits travel and other expenses for payment or reimbursement
  • Maintains effective and accurate filing systems that provide a quick reference database of records including but not limited to, staff personnel records, time sheets, statistical and financial reports that show the department’s accomplishments, productivity levels, operating cost, etc.; releases information according to company policies and procedures; audits files at specific intervals to identify and purge outdated or unnecessary items, and ensures confidentiality of records
  • Provides administrative support related to the operational functions of the department, and assists with the training and development of subordinate secretaries and other administrative staff
  • Performs other duties as required

Education & Experience Required

  • High School Diploma or Equivalent
  • Four years of administrative support experience, including two years supporting executive-level management
  • Or an equivalent combination of education and experience.

Job Knowledge & Skills

  • Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) designation (preferred)
  • Excellent oral, written and interpersonal communication skills to interact effectively and exercise discretion, judgment, and diplomacy when dealing with internal and external customers, and senior and executive management

Competencies

  • Acting with Integrity – Clearly states goals and beliefs; lets people know his/her true intentions; does what he she said they would do; follows through on commitments
  • Communicating Effectively – Expresses ideas and information in a clear and concise manner; tailors message to fit the interests and needs of the audience; delivers information in a manner that is interesting and compelling to the listener
  • Pursuing Self-Development – Demonstrates ambition and desire to move forward in his/her career; engages others in discussions about career development; seeks feedback on ways to increase his/her performance; takes advantage of opportunities to build new skills and capabilities
  • Serving Customers – Builds strong relationships with customers; stays aware of customer needs, concerns and satisfaction; responds promptly to customer questions and requests; effectively manages
  • Supporting Change – Enthusiastically participates in new change initiatives and programs; focuses on reasons why changes will work and how they will be beneficial
  • Supporting Organizational Goals – Actively supports organizational goals and values; demonstrates enthusiasm toward the company’s goals and mission; aligns actions around organizational goals
  • Working with Diverse Populations – Shows respect for the beliefs and traditions of others; encourages and promotes practices that support cultural diversity; discourages behaviors or practices that may be perceived as unfair, biased, or critical toward people with certain background