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Executive Assistant I

The Company:  CAIC
The Location: 

Remote, US CT, US

The Division:  PLADS
Job Id:  1661

The office location is Windsor, CT and this is not a remote position.

Job Summary

The Executive Assistant I assists Life, Absence, and Disability leadership and initiates, prepares, coordinates or follows up on administrative functions associated with executive’s area of responsibility; coordinates with division management to ensure prompt resolution of all inquiries or issues received

 

Principal Duties & Responsibilities

Prepares a variety of sensitive or routine correspondence on own initiative from drafts or verbal instruction, such as memos, letters, articles, reports, proposals, charts, etc.; prepares and processes routine forms, documents, requisitions, purchase orders, transmittal forms, etc., following standard procedures and responds to inquiries

 

Serves as a liaison between executives, managers, and visitors as required; reviews requests, schedules appointments, and resolves problems requiring in-depth knowledge of company policies and procedures and projects in progress; receives, screens, and routes incoming telephone calls, places calls, receives visitors, arranges appointments, and maintains the executive calendar; coordinates travel arrangements and schedules meetings, prepares agendas and materials for presentations, and takes and prepares meeting minutes

 

Maintains inventory levels of office supplies and initiates purchase orders as necessary; reconciles invoices and maintains current expense and balance records against budgeted dollars; provides administrative assistance to the management team by compiling data for and developing the department’s budget; submits travel and other expenses for payment or reimbursement

 

Maintains effective and accurate filing systems that provide a quick reference database of records including but not limited to, staff personnel records, time sheets, statistical and financial reports that show the department’s accomplishments, productivity levels, operating cost, etc.; releases information according to company policies and procedures; audits files at specific intervals to identify and purge outdated or unnecessary items, and ensures confidentiality of records

 

Provides administrative support related to the operational functions of the department, and assists with the training and development of subordinate secretaries and other administrative staff

 

Performs other duties as required

 

Education & Experience Required

High School Diploma or Equivalent

 

Four years of administrative support experience, including two years supporting executive-level management

 

Or an equivalent combination of education and experience.

 

Job Knowledge & Skills

• Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) designation (preferred)

 

• Excellent oral, written and interpersonal communication skills to interact effectively and exercise discretion, judgment, and diplomacy when dealing with internal and external customers, and senior and executive management

 

Competencies

Acting with Integrity - Clearly states goals and beliefs; lets people know his/her true intentions; does what he she said they would do; follows through on commitments

 

Communicating Effectively - Expresses ideas and information in a clear and concise manner; tailors message to fit the interests and needs of the audience; delivers information in a manner that is interesting and compelling to the listener

 

Pursuing Self-Development - Demonstrates ambition and desire to move forward in his/her career; engages others in discussions about career development; seeks feedback on ways to increase his/her performance; takes advantage of opportunities to build new skills and capabilities

 

Serving Customers - Builds strong relationships with customers; stays aware of customer needs, concerns and satisfaction; responds promptly to customer questions and requests; effectively manages

 

Supporting Change - Enthusiastically participates in new change initiatives and programs; focuses on reasons why changes will work and how they will be beneficial

 

Supporting Organizational Goals - Actively supports organizational goals and values; demonstrates enthusiasm toward the company's goals and mission; aligns actions around organizational goals

 

Working with Diverse Populations - Shows respect for the beliefs and traditions of others; encourages and promotes practices that support cultural diversity; discourages behaviors or practices that may be perceived as unfair, biased, or critical toward people with certain background


Nearest Major Market: Eugene