Our Cool Springs (Franklin), TN client is looking for an Executive Administrative Assistant to join their team on  contract to hire basis

Job Description: The primary responsibility of this position is to provide direct administrative support to the Executive offices and assist with the coordination and support of the administrative functions of that office. An executive assistant must have the ability to interact with executive staff, managers and other employees with an above average level of awareness, professionalism and maturity. A proven ability to maintain confidentiality and decorum concerning matters regarding situations that may contain privileged, sensitive, personal and confidential topics is essential to this position.  In addition, the impact on motivation and influence of others is crucial to the success of the job.  Attention to detail, organization, decorum, ethics, and perception must be a constant focus of this position.

Duties and Responsibilities:   (include, but are not limited to)

 

  • Provide Administrative support to the executive officers including, but not limited to:
  • Assist in Executive marketing efforts for the company
  • Manage Executive calendar – (President and executive staff as needed) schedule meetings and coordinate daily activities.
  • Manage executive contacts – enter information when needed.
  • Monthly reconciliation of the Corporate Travel Card.
  • Create agenda and schedule all of the Monthly Leadership Meetings.
  • Create agenda and schedule all of the Monthly Senior Manager Meetings.  The location of these meetings will be offsite.  Manage the location every month.
  • Coordinate all executive lunch meetings.  Order and organize materials for the lunches.
  • Schedule annual reviews for executive direct reports and request the peer reviews.
  • Preview and coordinate expense reports submitted to executive staff.
  • Schedule Annual Corporate Minutes meetings Executive staff.  Develop and coordinate materials and communications, document and archive.
  • Manage executive involvement in office remodels or renovations.
  • Monitor and deliver postal correspondence for executive staff.
  • Assist to manage internal and external communications.
  • Provide meeting support as needed.
  • Maintain accurate expense reporting for President and executive staff.
  • Provide assistance in preparation of all digital and written documentation.
  • Assist with travel arrangements Executive staff.
  • Work with the admin assistant of the CEO as needed.
  • Interact with the president and other executive staff on a daily basis to provide an optimal level of administrative support and communication on operations and relative project tasks.
  • Develop and maintain strong professional working relationships with managers and other leadership entities.
  • Assist to manage budgets effectively as outlined by the executive staff.
  • Develop and manage strong relationships with administrative assistants conducive to the ability to provide leadership and set ethical and moral examples consistent with the Company’s mission defined standards.
  • Provide support in coordination of back-up /schedule coverage for administrative assistants and receptionist as needed including acceptance of rotation tasks.
  • Maintain accurate and orderly files as required.
  • Manage luxury suites and coordinate ticket requests, catering, and suite status updates.
  • Coordinate a variety of internal and external events.
  • Perform research and report on a variety of topics at the request of Executive staff.
  • Coordinate promotional products, purchases, and the company store.
  • Represent the company in a variety of settings including networking events, award ceremonies, and client entertainment events.
  • Prepare executive staff presentations for internal and external events, conferences, meetings, etc…
  • Work with the Construction Operations Manager to coordinate monthly EAC meetings.
  • Prepare monthly construction reports using CRM and accounting data.

 

 

Competencies, Education, and Experience: (include, but are not limited to)

 

  • Bachelors Degree in Communication, Business Administration, Management, or related field required; three to five years related experience and/or training; or equivalent combination of education and experience.
  • Three to six years of relevant experience supervising others, in a large corporate environment is preferred.
  • Experience working with marketing and social media
  • Proven experience in managing high level of confidentiality and professional responsibility.
  • Ability to develop strong working relationships with people of all business and professional levels.
  • Ability to analyze/interpret difficult situations, and quickly make recommendations for resolution.
  • Excellent skill and working knowledge of MS Office Suite applications, comfortability and adaptability with technology is a necessity.
  • Ability to work independently and manage multiple priorities simultaneously.
  • Must be very polished and professional
  • Creative problem-solver; ability to develop innovative solutions to complex issues in a timely fashion.
  • Time and Organizational Management is essential.
  • Excellent written and oral communication skills are invaluable.
  • Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations.
  • Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views;
  • Gives and welcomes feedback; Contributes to building a positive team spirit; Includes appropriate people in decision-making process; Focuses on solving conflict, not blaming.
  • Quality Management – Demonstrates attention to detail; Looks for ways to improve and promote quality;
  • Demonstrates accuracy and thoroughness; Strives to increase productivity
  • Adaptability – Adapts to changes in the work environment; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events; Uses time efficiently; Strives to continuously build knowledge and skills; Shares expertise with others.
  • Organizational Support – Follows policies and procedures; Completes administrative tasks correctly; Supports organization’s goals and values; Prioritizes and plans work activities
  • Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
  • Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically.

 

 

Please visit us on the web at www.frontlinesourcegroup.com

INTERESTED? CLICK HERE TO APPLY!

Equal Opportunity Employer, M/F/V/D.  Candidates must have authorization to work in the U.S.  Clients will not sponsor visas.

Frontline Source Group™ is one of the fastest growing Information Technology, Accounting, Legal, Human Resources, Administrative, and Clerical staffing and direct hire firms with offices throughout Texas, Tennessee, and Arizona, with locations in: Austin, Dallas, Fort Worth, Plano, Houston, Sugar Land, The Woodlands, Nashville, and Phoenix.

Frontline specializes in matching top talent with companies for direct, contract, and contract-to-hire placements.  We work with clients and candidates in all areas of the United States and Canada

Digg This
Reddit This
Stumble Now!
Buzz This
Vote on DZone
Share on Facebook
Bookmark this on Delicious
Kick It on DotNetKicks.com
Shout it
Share on LinkedIn
Bookmark this on Technorati
Post on Twitter
Google Buzz (aka. Google Reader)