Location: all cities,ME, USA
Job Overview
This remote position will be responsible for supporting the CPTO and CAO and performing many administrative duties. The selected individual must have a positive attitude, possess a strong proactive work ethic, and be extremely organized, detail-oriented, and precise. This individual must be a team player and an excellent written and verbal communicator. The ability to handle confidential data and operate with discretion is highly critical.
Job Description
* Assist leaders in scheduling meetings including international time zones.
* Design, prepare, and format reports and presentations, using multiple software packages such as Outlook, Excel, Word, PowerPoint, and Visio.
* Serve as a point of contact for potential clients and vendors.
* Support departmental needs by ordering supplies and equipment.
* Maintain organizational chart for the department.
* Assist with onboarding for new hires.
* Coordinate, book, and modify travel arrangements as appropriate.
* Process invoices, purchase orders, and expense reports.
* Sets up and maintains files.
* Create and maintain department information corporate website.
* Record team meeting minutes as required.
* Maintain correspondences and transaction files including those of a confidential nature.
* Analyze and prepare data on time as needed (i.e., reports, presentations)
* Perform accuracy checks of work independently and effectively.
* Organize special projects.
* Screen incoming calls and direct them to the appropriate person.
* Review incoming mail and email to ensure an expeditious flow of work.
* Organize offsite meetings as needed.
* Maintain leave and travel calendar for the department.
* Other duties variable duties reasonably required.
Required Experience:
* Ability to handle confidential material and maintain sensitive data.
* Must have 5-7 years of administrative assistant experience, with 1-2 years of executive assistant experience preferred.
* Strong organizational skills and attention to detail are critical.
* Outstanding written and verbal communication skills are required.
* Experience interacting with senior-level clients and prospective-level contacts.
* Must have the ability to prioritize and maintain a steady workflow during extremely busy times.
* Advanced knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
* Basic knowledge of computer systems and internet search skills are required.
* Outstanding keyboarding ability.
* Must be self-directed and able to meet deadlines with minimal supervision.
* Positive and professional image and interaction with employees and clients
* Prior experience supporting C-Suite Executives.