Careers

Executive Assistant - Office Manager

Under general supervision, the Executive Assistant/Office Manager provides a variety of administrative and operational support to the executive office President CEO. Supervises main office receptionist and coordinates activity of support staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Other duties may be assigned. • Answer and screen all of the executive office telephone calls and mail. Function as the President CEO’s liaison with both employees and the general public. Respond to inquiries as needed. • Manage the schedules and calendars of President CEO; prepare agendas, notes, etc. in advance of meetings. • Establish and manage systems for the organization of both physical and electronic records, files, logs, and reports. • Manage the flow of all documents for approvals and signatures by the President CEO in a timely manner. • Identify and prioritize items for executive attention • Supervise main office receptionist, ensures coverage during all business hours. Coordinate schedules and activities of administrative support staff. • Prepare options, schedules, and costs estimates for all staff travel and upon approval make all travel arrangements. • Manage and reconcile airline, car rental and other related travel accounts. • Coordinate use of administration assigned vehicle, maintain logs, ensure clean and fueled equipment at all times • Serve on behalf of the President CEO as secretary to the Advisory Board, coordinate, and setup meetings, take minutes, file / post all documents as required by ordinance. • Track metrics and communication history to provide current status on projects. Take meeting minutes and follow up on action items. Communicate on behalf of President CEO as directed. • Coordinate and maintain schedule of all Senior Staff including leave, travel, etc. • Compile information, assist in reporting, identify gaps and emergent problems. Manage projects and conduct research for executive office. Complete facility reports. Prepare reconciliation of President CEO’s expense reports. • Assist with performance booking and providing availability reports as directed • Receive guests of the executive office, schedule and prepare meeting rooms and coordinate hospitality as directed • Coordinate hotel, travel, and hospitality arrangements for out-of-town visitors to the executive office • Maintain office supplies for executive office and maintenance and supplies for office equipment • Coordinate special events to include setup, event oversight, and documentation as assigned • Process and submit to the Finance Department payments, purchase requisitions, purchase orders, print job orders and budgeting reports. Maintain balances on budget accounts and related records. • Other duties as assigned • Work extended and/or irregular hours including nights and weekends, as needed.

QUALIFICATIONS AND SKILLS • Strong organizational skills, ethical behavior, ability to be entrusted with confidential information • Must have experience in Microsoft Office, Word, Excel, Outlook, Internet Browser, Windows, PowerPoint • Maintain an effective working relationship with clients, patrons, employees, government officials, exhibitors and others encountered in the course of employment. • Follow oral and written instructions and communicate effectively with others in both oral and written form. • Ability to organize and prioritize work to meet deadlines. Work effectively under pressure, produce accurate results. • Work independently, exercising judgment, and initiative. Remain flexible and adjust to situations as they occur.

SUPERVISORY RESPONSIBILITIES
Directly supervises the reception staff and others as assigned. Carries out supervisory responsibilities in accordance with ASM Globals’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; disciplining employees in conjunction with Human Resources; addressing complaints and resolving problems.

EDUCATION AND WORK EXPERIENCE Two (2) years of college and (2) years of experience in administrative support positions; or an equivalent combination of education and experience. Bachelor’s Degree strongly preferred Prior executive support experience preferred

WORKING ENVIRONMENT/CONDITIONS While performing the duties of this job, the employee is regularly required to sit for long hours; use hands to manage files, type and operate office machines; to talk and hear on the telephone. Specific vision abilities required by this job include close vision to oversee office correspondence

NOTE: The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

This position offers a competitive salary and benefit package. Cover letter or Resume must include salary requirements for consideration.

Applicants that need reasonable accommodations to complete the application process may contact-915-534-0628

ASM Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA, Federal Contractor