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Administrative Support

Department: Admin
Location: Deerfield Beach, FL

JOB DESCRIPTION

Job Title:                                Administrative Support 

Branch:                                  Deerfield Beach, FL

Department:                          Service/Sales         

Reports to (Title):                 Manager – Customer Service

Date:                                      11/15/2018 

 

 

BASIC FUNCTION

Primary Responsibility: The Administrative Support is responsible for handling a wide range of administrative and executive support-related tasks, working independently with only general supervision. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism. Confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.

 

 

WORK PERFORMED

ADA                                                                                        DUTY                                                                                      % TIME

E

Organize and maintain up-to-date executive files.   Perform administrative functions as assigned.

30%

E

Responsible for heavy calendar management requiring interaction with both internal and external executives and assistants, as well as consultants to coordinate a variety of complex executive meetings.

15%

E

Answer phones and direct all incoming calls to appropriate party promptly and efficiently.

15%

E

Communicate and handle incoming and outgoing electronic communications on behalf of executives. Assist with preparation of presentation materials

10%

E

Review and summarize miscellaneous reports and documents prepare background documents and outgoing mail as necessary.

10%

E

Prioritize and manage multiple projects simultaneously and follow-through on issues in a timely manner.

10%

E

Arrange travel schedule and reservations for executive management as needed.

5%

NE

Perform other duties as required

5%

 

 

EDUCATION REQUIREMENTS

  • Bachelor’s degree of equivalent business office experience

 

 

EXPERIENCE REQUIREMENTS

A minimum of 5 years of experience in supporting at the executive level.

 

Experience required in the following areas:

  • Excellent calendar management skills, including the coordination of complex executive meetings.
  • Assisting management with the creation of PowerPoint presentation.
  • Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
  • Experience scheduling travel arrangements for management.

 

 

WORK ENVIRONMENT

  • Work in areas which require attention to detail in a varied environment.
  • General office environment. May spend long hours sitting or standing.
  • Some physical effort is required which may involve bending, reaching, stretching, or similar activities as well as lifting or moving items weighing up to 60 pounds

 

 

SPECIAL REQUIREMENTS

  • Employee must complete required courses as described by Human Resources for all employees.
  • This description presents the major responsibilities required for this job title. Individual positions may require the performance of additional duties as assigned.

 

 

BUDGET RESPONSIBILITY

  • Secure and maintain work environment; PC, Phone and other assigned equipment.



                                                                                                                                                                                                                                                               Last Revised: November 2016

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