US Cold Storage

  • Administrative Assistant (Executive)

    City US-NJ-Voorhees
    Job ID
    2017-1266
    Type
    Full-Time
    Location Name
    US Cold Storage Inc.
  • Overview

    PRIMARY FUNCTIONS:  The Executive Assistant should be pro-active and a self-starter who provides high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives.  Additionally this position would assist the HR and Engineering departments when time permits or need dictates.

     

    CORE COMPETENCIES:

     

    • Communication Proficiency
    • Time Management
    • Attention to Detail
    • Collaboration Skills
    • Personal Effectiveness/Credibility
    • Flexibility
    • People Management Skills
    • Technical Capacity
    • Stress Management/Composure
    • Prepare meeting minutes and action items

    Responsibilities

    ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties as assigned.

    • Prepare internal and external corporate documents for team members and industry partners. These would include but are not limited to reports, memos, letters, meeting minutes and other documents using word relevant computer software.
    • Schedule meetings and appointments and manage travel itineraries.
    • Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
    • Answer phone calls and direct calls to appropriate parties or take messages.
    • Act as the point of contact between executives and employees.
    • Uphold a strict level of confidentiality.
    • Develop and sustain a level of professionalism among staff and clientele.
    • Maintain an organized filing system of paper and electronic documents.
    • Open, sort and distribute incoming correspondence including faxes and email.
    • Arrange corporate events to take place outside of the work place, such as golf tournaments, fund-raising events, staff appreciation events, and board or senior management meetings.
    • Greet visitors and determine whether they should be given access to specific individuals.
    • Perform general office duties such as ordering supplies and maintaining records management database systems.

    Qualifications

    QUALIFICATION REQUIREMENTS: The knowledge, skills, and abilities listed below are representative of the qualifications required to successfully perform each essential duty. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

     

    Education:  Bachelor Degree from an accredited institution (preferred).

     

    Experience:  Minimum of 5-10 years of experience as an Executive Assistant reporting directly to senior management.

     

    Connfidentiality:  Sensitivity to confidential matters.

     

    Skills:  Requires excellent communication, organizational and interpersonal skills, project management, and problem-solving skills with impeccable mujlti-tasking abilities.  Proficiency in collaboration and delegation of duties.

     

    Other Skills:  Advanced Microsoft Office skills, with an ability to become familiar with firm specific programs and software.  Friendly and professional demeanor.

     

    PHYSICAL DEMANDS:  The physical demands described below are representative of those required of an individual performing the essential duties of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

    This is largely a sedentary role, however some filing is required. This would require the ability to lift files, open filing cabinets and bend and stand as necessary.

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