Executive Assistant to CEO - req1385-5838

at MMC Corp in Overland Park, Kansas, United States

Job Description

• Provide complex administrative support through a variety of administrative tasks.
• Participate as a vital member on assigned projects and teams
• Coordinate and manage travel arrangements, bookings, and hotel reservations, preparing and tracking expense reports on a monthly basis.
• Manage Executive Team's calendars proactively; including the scheduling and planning of appointments, conferences, meetings, conference calls, and office events as assigned.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves Executive Team's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries in a professional manner.
• Perform other administrative activities such as answering phones, filing, typing, creating and compiling reports, greeting and assisting visitors, and working with internal and external clients.
• Maintains customer confidence and projects operations by keeping information confidential.
• Manage time effectively to meet and exceed deadlines to ensure availability for additional projects.
• Act on behalf of the CEO/Executive Team int he maintenance of client relations through personal recognition, response and follow-up.
• Assist CEO/Executive Team with responsibilities related to boards, committees, social and charitable activities. Prepare documents for outside board, association and community affiliations.
• May perform contract administration functions, as assigned.
• Assist in internal/external communications from CEO/Executive Team.
• Oversee building maintenance, as assigned.
• Maintains office supply inventory by checking stock to determine inventory level; anticipating supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventative maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques such as copiers, etc.
• Exercise initiatives or as directed, perform additional duties to meet the needs of the organization.
• May contribute to the development, interpretation, and administration of company policies, programs, or procedures that require sound judgement and independent decision-making.

• May support, train, develop, or supervise administrative staff and special project teams as assigned. Responsible for prioritizing, delegating, and distributing work to ensure efficiency and alignment with organizational goals.

• Written and Verbal Communication
• Reporting
• Supply Management
• Scheduling
• Microsoft Office Expertise
• Organization
• Time Management
• Presentation Ability
• Equipment Maintenance
• Travel Logistics

• A minimum of an Associates Degree (AA) or equivalent from a two-year college or technical school or a Bachelors degree from a four-year college or university OR equivalent work experience.

• Five years or more of directly related work experience supporting a senior level of management required. Strong proficiency in Microsoft Office Suite and extensive knowledge of time management, customer service, and effective administrative support techniques.

• Responsible for own work and may provide some directions to others, exercises some control over expenses and generation of revenues; makes budgetary recommendations.

• Utilizes judgment in selecting, interpreting and adapting guidelines, Applies learning to achieve answers in differing situations. Makes knowledgeable recommendations that may reflect original thought.

• Physical demands for this position are light. Typically, the employee may sit comfortably to do the work. However, there may be walking, standing, bending or carrying of light items (10-25 pounds) such as papers, books, small parts, etc. No special physical demands are required to perform the work.

• Minimal travel required for executive retreats and/or executive events.

• The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, residences, commercial vehicles, or outdoors, e.g., use of safe work practices with office equipment, avoidance of trips and falls and observance of fire regulations and traffic signals, etc.