Functional Support

• Manages the calendar/schedule of the Executive or team, coordinating day-to-day activities by maintaining a balance between meeting requests and other activities, identifying conflicts and anticipating and resolving problems through negotiation/influence
• Screens all incoming telephone calls, requests for information and other general inquiries to resolve caller issues or forwards them to the appropriate area for resolution. Forwards information to Executive or team when traveling, and as necessary, to management staff in their absence
• Assists in the preparation of division-wide/department-wide meetings, coordinates staff meetings, and other internal meetings and/or conference calls ensuring all logistics and materials are complete
• Develops relationships with internal Association and Plan administrative staff and schedules meetings for the Executive or team and in some instances department staff, with Plan, Federal government and Association leadership as appropriate
• Coordinates travel arrangements and resulting expense reports ensuring all related time frames and policies are followed
• Facilitates division-wide/department-wide communication with internal staff on behalf of Executive or team, proactively identifies divisional communication needs and suggestions solutions for address such needs
• Facilitates Executive or team review of contracts, agreements, and other important, confidential documents
• Supports special projects on behalf of the Executive or team

Meeting Coordination

• Supports Executive or team in conducting planning sessions with the leadership and management teams. Coordinates division-wide/department-wide planning meetings on a regular basis, create agendas, take notes, produce meeting summaries
• Organize planning related materials, ensuring materials are prepared timely and effectively, coordinate technical support for the meetings

General Administrative Functions

• Takes comprehensive notes at meetings, drafting letters and emails, word processing
• Prepares Power Point presentations (slides and charts)
• Prepares Excel spreadsheets
• Filing, faxing, photocopying
• Transmitting fax\email broadcasts using Outlook
• Ordering supplies

File and Record Maintenance

• Organizes and maintains computerized data files for easy retrieval, revision, and record keeping purposes
• Coordinates the timely and accurate intake and reporting of information on a regular basis from a variety of sources, including but not limited to HR, Finance, Internal Audit, and EPMO on behalf of the SVP and division leadership
• Identifies and alerts Executive and Leadership Team of anomalies, due dates, variances

Education

• High School Diploma or equivalent

Experience

• A minimum of eight (8) years of experience in a professional or similar environment
• Three (3) years supporting a Sr. Executive Level position.
• Prior experience which demonstrates the ability to problem solve and adapt to changing priorities, environment and technologies* Prior experience in relationship building and knowledge of general business practices * Prior exposure in business meeting / conference planning and logistics
• Completion of college course work toward a degree or an undergraduate degree in a related field

Skills

• Proficiency in Word, Excel, PowerPoint, project management and Internet applications to create professional documents, reports and presentations.

People Management

• No

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