Executive Assistant

ESSENTIAL DUTIES & RESPONSIBILITIES

Reports to a VP and prioritizes both the VP schedule and schedules for key members of department

Schedules appointments and keeps executive and department informed of meetings, events and matters of importance

Coordinates meetings, travel arrangements and other business-related functions

Prepares and assembles correspondence, reports, forms, and presentations on behalf of the VP and/or department

Uses critical thinking skills to anticipate and apply proactive solutions and follow-up on all assigned deliverables

Maintains department budget, processes third party vendor invoices for payment, coordinates periodic accruals for accounting purposes and prepares, reconciles expense reports

Uses critical thinking skills to anticipate and apply proactive solutions and follow-up on all assigned deliverables

May develop tools and materials to better support executive and department in handling administrative tasks

Opens, sorts and distributes incoming correspondence such as faxes, mail and email

Maintains executive and department files and retrieves documents, records and reports

Monitors, answers, screens and routes executive and department communications

REQUIREMENTS

High school diploma or equivalent or relevant, equivalent experience and/or education

Minimum of five (5) years of responsible, executive administrative work experience

Highly proficient in all Microsoft applications

Strong organizational and follow-up skills

Excellent oral and written communication skills

Ability to apply critical thinking and make decisions quickly and efficiently with minimal supervision

Resourceful and takes initiative

Superior planning and time management skills

Strong attention to detail

Polished, positive and professional demeanor

Demonstrated ability to compile relevant information, analyze data and draw conclusions

Ability to communicate with individuals at all levels within and outside the Company

Ability to use standard office equipment

Ability to adjust schedule and/or work overtime when necessary

Ability to maintain a high level of confidentiality

Ability to handle multiple interruptions and adjustments to priorities throughout the day

Applicants must be authorized to work in the United States for any employer. ITC does not sponsor employment visas, such as H-1B or TN visas.