Executive Assistant

Location: Broomfield, CO
Date Posted: 08-11-2017
Intellisource is seeking an Executive Assistant for our industrial equipment business partner’s new corporate office. The Executive Assistant will be responsible for providing support to executive staff; drafting correspondence and outgoing mail; assisting with assembling and compiling annual department budget; ordering supplies; preparing and tracking confidential reports; maintaining calendars and schedules; making travel arrangements; answering and screening incoming calls and emails, routing individuals to appropriate personnel.
 
Executive Assistant Overview:
  • Provides support to executive staff and other department managers and staff; types and/or drafts outgoing mailings, including memorandum, correspondence, reports, contracts, forms and other documents from drafts, notes, transcriptions or brief oral instruction, utilizing word processing software; proofreads and checks typed and other materials for accuracy and completeness; obtains necessary signatures; arranges for printing and dissemination.
  • Assists in assembling and compiling annual department budget; enters revisions and verifies the allocation of funds by divisions and accounts; prints summary reports; maintains files and tracks expenditures against actual budget.
  • Performs a variety of office administrative details such as establishing and maintaining confidential, subject and project files, ordering supplies, arranging for the repair of equipment, transmitting information and keeping reference materials up to date.
  • Prepares and tracks confidential department employee reports, including performance appraisal reports, merit increase reviews, leave requests and disciplinary actions.
  • Receives and returns telephone calls and emails; provides information and handles issues that may require sensitivity; responds to requests for information; refers requests to appropriate staff and/or recommends action to resolve issues; reviews, determines priority and routes incoming correspondence.
  • Gathers receipts and information for completing and processing expense reports; researches discrepancies; obtains approvals and forwards to accounting for processing.
  • Conducts research for special projects as requested.
  • Maintains department calendar; coordinates, arranges and confirms meetings and conference calls; arranges for conference/meeting room setup and refreshments; screens requests for appointments.
  • Monitors, plans and schedules department activity and special events
  • Makes domestic and international travel arrangements utilizing a variety of methods to secure the best arrangement at the best price for airline tickets, hotel rooms and car rentals
  • Attends departmental and other meetings as required or assigned, in house or externally
  • Summarizes, distributes and keeps track of magazine and trade show leads; distributes incoming customer emails to appropriate sales representatives
  • Maintains security badges for individuals requiring access to the plant; prepares reports as needed
Executive Assistant Requirements:
  • High degree of efficiency and knowledge utilizing computer programs including but not limited to Microsoft Word, Excel and Outlook, SAP, PowerPoint, Internet, etc.
  • Excellent verbal and written communication skills with the ability to communicate with all levels of the organization
  • Excellent phone etiquette and customer service skills
  • Ability to research and prepare reports
  • Must be able to maintain the highest level of confidentiality with the ability to handle sensitive material concerning the organization and the executive's role within the organization.
  • Ability to use discretion and good sound judgment
  • Ability to work independently with minimal supervision
  • Ability to interface well with all departments within the company and to represent the respective executive officer in a highly professional manner
  • Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines
  •  Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands while meeting designated deadlines
  • Ability to perform with superior service, reflecting a positive company image while sustaining a positive attitude with those you interact with; always going above and beyond to help others out, regardless of their position or department.
  • Ability to adhere to the highest standards of quality while continually performing at the highest possible level.
  • 3-5 years of related work experience in an executive administrative role
  • German speaking a plus 
About IntelliSource:
Our business - and our approach - is personal. 
IntelliSource is a national business process outsourcing company providing Fortune 500 and fast-growth companies with people, processes and tools to manage critical, non-core business functions. From our foundation of staffing resources and through over 16 years building world-class solutions, IntelliSource is a trusted partner to its clients and associates, empowering businesses and the thousands we employ nationwide to realize their full potential.

We are an equal opportunity employer.  No employee or applicant will be discriminated against in any condition of employment because of race, color, national origin, sex, religion, age, disability, veteran status or any other status protected by law. This is a free service to you. We are an E-Verify Employer.
 
 
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