Ross Employment For – Executive Assistant

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

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