Administrative Assistant

The individual in this position is responsible for supporting the Vice President of School Marketing with a wide range of administrative and executive support related tasks in a timely manner and with high performance standards. Able to translate requests and requirements into achievable goals and manage the process through which these objectives are met.

Requirements

Knowledge:

Execution, Administration, And Coordination of Activities

• Monitor calendar and schedule calls, meetings, and flow of communication
• Plan and coordinate special projects for vice president as requested
• Maintain accountability and accept responsibility for daily activities reporting to vice president on status of all activities, requests, and open items.

Communication and Information Management

• Review incoming tasks and actions from the team to ensure prioritization and success of the vice president regarding deadlines
• Create and maintain accurate paper and electronic filing ensuring documents are sent to headquarters and securely destroyed according to company’s document retention policy
• Familiarity with company’s policies as outlined in the handbook and online, including but not limited to, travel, record retention and leave polices.
• Maintain an updated job description and desk procedures manual for your position

Planning

• Handle planning logistics for vice president and directors for trips; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in timely manner ensuring accuracy and submit in accordance with organization policy
• Monitor vice president and directors’ calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of attendees involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately
• Schedule and coordinate meetings and executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various company off-site meetings as requested in an upbeat and professional manner
• Facilitate the successful implementation of projects initiated by vice president and/or directors.

Detail Management/Coordination

• Produces work that is thorough and meticulous; attend to all necessary details; deliver timely results in all areas including:
  • Correspondence
  • Travel arrangements
  • Timelines
  • Meetings, agenda times, participants’ confirmation
  • Calendar coordination and cross-checking of facts
  • Coordination with other Dairy MAX team members
  • Spreadsheets and PowerPoint presentations
  • Outlook contact database

Benefits

Not available for this position.