Job Description: To provide varied and complex administrative assistance and project support to the SVP and GVP's of the Allocation Dept. Job Responsibilities: Exercise independent judgment and personal initiative in performing responsible and difficult technical, specialized, and complex administrative and secretarial work of a confidential nature. Take appropriate authorized action in the absence of the SVP and GVP's, to ensure that matters requiring attention are referred to and handled in a manner to minimize the effect of his/her absence. Act as liaison between other executives and staff in matters involving his/her office, including meetings, documentation, and activities requiring authorized action. Manage the SVP and GVP's schedule and calendar; arrange meetings, conference calls and appointments. Produce letters, reports, bulletins, memoranda and e-mail, including material of a confidential nature. Compose correspondence, reports, presentations, speeches, organization charts, rough drafts, transcription machine tapes or verbal instructions. Receive and screen communications to the SVP and GVP's, including telephone calls and e-mail messages, recorded messages and/or provide assistance using independent judgment to determine those requiring priority attention; channel and facilitate communication from customers and associates and redirect callers to appropriate department/field representative for resolution/assistance (customer complaints, employee inquiries and complaints, vendor's inquiries, inquiries regarding legal requests). Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention. Prepare for SVP and GVP's review. Log and route communications requiring action. Coordinate travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required. Prepare and process expense reports. Coordinate off-site meetings (arrange for meeting facilities, caterers, meals, materials, transportation and equipment). Manage personal matters and projects and other office duties as assigned. Maintain a variety of complex records and files related to operations and functions, including material of a highly confidential nature (personal files, working files, personnel files and department files). Provide document services (copy, fax, distribute). Job Requirements: Organize own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with minimum direction. Knowledge of standard office administrative practices and procedures, including the use of standard office equipment. Communicate effectively with co-workers, senior level internal and external contacts and representatives of public and private organizations to exchange and convey information; maintain confidentiality of privileged information obtained in the course of work. Knowledge of principles and business letter writing and basic report preparation; English usage, grammar, spelling, punctuation and vocabulary; compose, independently or from oral instructions, correspondence, memoranda, and other reports and materials. 2+ years proven experience working in a high-energy, demanding, multi-tasking environment; experience providing administrative and logistical support to a top executive; experience with scheduling, travel arrangements, financial reimbursements, communicating with senior level internal and external contacts; ability to shift priorities; superior organizational skills; advanced computer skills (Word, Excel, PowerPoint, Outlook, Visio), filing systems management, etc. Advanced computer skills on all computer applications of MS Office related to work including word processing, spread sheets, charts and graphs from statistical information, and presentations. Telephone techniques and etiquette. College degree preferred. Job requires ability to work in an office environment, primarily on a computer. Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc. Consistent timeliness and regular attendance. Vision requirements: Ability to see information in print and/or electronically. Job Details: Company: Ross Vacancy Type: Full Time Job Location: Dublin, CA, USA Application Deadline: N/A Apply Here vacancyvite.com
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