Executive Assistant
Company: Volt
Location: Fowler
Posted on: October 16, 2024
Job Description:
Summary:The Executive Assistant provides advanced secretarial
and administrative support to the President under limited
supervision. This role involves managing confidential and complex
tasks, requiring a high degree of discretion, judgment, tact, and
diplomacy. The Executive Assistant handles sensitive information,
communicates with management, and coordinates administrative
operations with minimal guidance. This position demands practical
knowledge of company policies, procedures, and office
management.Duties and Responsibilities:
- Communication and Coordination
- Communicate with executive, administrative, and line management
to gather and relay information pertinent to the President's office
and responsibilities.
- Supervise receptionists and front office activities, ensuring
smooth operations.
- Greet visitors, determine the nature of their business, and
direct them to the appropriate person or department.
- Answer telephone calls, handle inquiries tactfully, and refer
complex matters to the appropriate party.
- Data Management and Report Preparation
- Gather, assemble, and analyze information from various sources
to support decision-making and report preparation.
- Prepare detailed reports, manuals, agendas, correspondence, and
memoranda for the President.
- Maintain sensitive and confidential files and records for the
superior.
- Review incoming mail and inquiries, addressing routine matters
independently and referring critical issues for executive
action.
- Plan and layout complex reports, proposals, and
spreadsheets.
- Administrative Support
- Organize and make travel arrangements, appointments, and
coordinate schedules.
- Prepare and process expense reports for the President, ensuring
accurate documentation.
- Manage the flow of information between clerical staff,
secretarial staff, and external contacts, ensuring effective
communication and coordination.
- Type and finalize complex documents, often combining material
from multiple sources, including drafts with statistical data and
specialized terminology.
- Record minutes during staff meetings and transcribe dictations
for letters, memos, and reports.
- Manage outgoing mail, correspondence, and filing of
documents.
- Technical Proficiency and Equipment Operation
- Operate general office equipment such as copiers, facsimile
machines, typewriters, calculators, and personal computers.
- Proficient in Microsoft Office applications, including Word and
Excel, and able to type 60 words per minute and use 10-key by
touch.
- External and Internal Coordination
- Interface with secretarial and clerical staff from within and
outside the department to coordinate tasks and ensure smooth
operations.
- Serve as a liaison with firms, organizations, or individuals
outside the company to coordinate various administrative matters.
Qualifications:
- Education and Experience
- High School diploma or GED equivalent required, with an AA
degree desirable.
- Minimum of 5 years of related experience or an equivalent
combination of education and experience.
- Proficiency in Microsoft Word, Excel, and other office software
applications is essential.
- English Language Skills
- Ability to read and interpret documents such as safety rules,
operating procedures, and manuals.
- Strong writing skills, with the ability to create reports and
business correspondence.
- Excellent verbal communication skills, with the ability to
effectively present information before groups of employees.
- Mathematical Skills
- Ability to calculate figures such as discounts, interest,
commissions, proportions, and percentages.
- Proficiency in applying concepts of basic algebra and geometry
to daily tasks.
- Reasoning Ability
- Ability to interpret instructions in written, oral, diagram, or
schedule form.
- Problem-solving skills to define problems, collect data,
establish facts, and draw valid conclusions.
- Other Requirements
- Intermediate or higher-level experience with word processing,
spreadsheet applications, and internet search engines.
- Typing speed of 60 words per minute and proficiency in 10-key
by touch.
- Ability to handle multiple tasks, prioritize effectively, and
work independently under minimal supervision. Shift: 1st Pay:
$18-$27Pay range offered to a successful candidate will be based on
several factors, including the candidate's education, work
experience, work location, specific job duties, certifications,
etc.Qualified candidates should APPLY NOW for immediate
consideration! Please hit APPLY to provide the required
information, and we will be back in touch as soon as
possible.Benefits: Volt offers benefits (based on eligibility) that
include the following: health, dental, vision, term life, short
term disability, AD&D, 401(k), Sick time, and other types of
paid leaves (as required by law), Employee Assistance Program
(EAP).Volt is an Equal Opportunity Employer and prohibits any kind
of unlawful discrimination and harassment. Volt is committed to the
principle of equal employment opportunity for all employees and to
providing employees with a work environment free of discrimination
and harassment on the basis of race, color, religion or belief,
national origin, citizenship, social or ethnic origin, sex, age,
physical or mental disability, veteran status, marital status,
domestic partner status, sexual orientation, or any other status
protected by the statutes, rules, and regulations in the locations
where it operates. If you are an individual with a disability and
need a reasonable accommodation to assist with your job search or
application for employment, please email or call (866) -898-0005.
Please indicate the specifics of the assistance needed.Volt does
not discriminate against applicants based on citizenship status,
immigration status, or national origin, in accordance with 8 U.S.C.
- 1324b. The company will consider for employment qualified
applicants with arrest and conviction records in a manner that
complies with the San Francisco Fair Chance Ordinance, the Los
Angeles Fair Chance Initiative for Hiring Ordinance, and other
applicable laws. Volt is acting as an Employment Agency in relation
to this vacancy.
Keywords: Volt, Clovis , Executive Assistant, Other , Fowler, California
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