Executive Administrative Assistant

Job Title: Executive Administrative Assistant. 

Reports To: The Executive Administrative Assistant will report directly to C-Level Officers.

Job Overview: 

 

The Executive Assistant provides exceptional high-level administrative support by conducting research, business writing, preparing statistical reports, handling information requests, as well as performing routine administrative functions such as preparing correspondence, receiving visitors, arranging travel and conference calls, doing presentation, expenses, dealing high profile client, and scheduling meetings. This position may also train and supervise lower-level clerical staff.

 

Overall, this position continuously offers the highest level of professional service to clients locally and globally and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service. 

 

Duties and Responsibilities: 

 

• Provides 5-star customer service to all employees and visitors (in all forms of communication).
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Maintains customer confidence and protects operations by keeping information confidential.
• Represents the executive by attending meetings in the executive’s absence and speaking for the executive.
• Arranging travel using company app, agency or in person scheduling for executives.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Secures information by completing database backups.
• Answers and properly routes global calls, some confidential in nature, using company -wide switchboard or provide appropriate information to the caller. Calls are to be handled expeditiously, in a professional and businesslike manner while being friendly and using a high standard of customer service. 
• Prepares reports by collecting and analyzing information.
• Preparing expense report on behalf of high-level business partners and submits for reimbursement via excel documentation.
• Prioritizes calls and escalates customer service issues to the proper chain of command. 
• Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
• Provides light administrative support to staff as directed such as scheduling meeting rooms, ordering catering, assisting other teams when needed for various tasks (envelope labels, compiling manuals, etc.). 
• Completes projects by assigning work to clerical staff and following up on results.
• Builds professional relationships with customers, clients and other teams. 
• Prepare PowerPoint presentations and business writing for high-ranking business partners.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
• Will perform meeting room and conference room set ups.
• Monitors level of office supplies on the floor and replenishing and orders accordingly.
• Assists with copy/print orders and/or monitoring the copy/print equipment for satisfactory functionality.
• Maintains professionalism and composure when interacting with all callers/visitors.
• Strategically determines what additional support is needed when handling sensitive inquiries in person or on the phone. Provides back of office coverage as needed.
• Contributes to team effort by accomplishing related results as needed.
• Proactively seeks out additional work during downtime. 

 

Competencies: 

 

• Driven by client satisfaction.
• Strong integrity, solid business ethics
• Excellent communication skills
• Business reporting skills
• Travel logistics
• Expert in customer service skills, professional attitude and appearance
• Good organizational skills
• Time management and scheduling skills
• Ability to maintain confidentiality
• Presentation and organizational skills  
• Strong attention to detail
• Computer software skill including Microsoft Office (Word, Excel and PowerPoint)
• Office equipment maintenance
• Results oriented
• Works well with people both internal (SPS) and external (assigned client) 
• Learns quickly and efficiently
• Follows instructions and handling change and/or adverse situations in customer service environments

 

Qualifications and Education Requirements: 

 

• High School Diploma/GED required. Bachelor’s degree preferred.
• 3-5 years of administration experience required, strong preference in executive assistance experience supporting upper level management.
• Acute proficiency in Microsoft Suite such as (Work, Excel, PowerPoint)
• Advanced typing speed capabilities of at least 60 words per minute.
• Basic financial knowledge and expense reporting experience.
• Experience managing multiple calendars.
• Experience booking travels and dealing with high-ranking clients.
• Dependability - Job requires being reliable, responsible, and dependable, and always fulfilling obligations.
• Adaptability/Flexibility - Job requires being open to change (positive or negative) and to considerable variety in the workplace.
• Analytical Thinking - Job requires analyzing information and using logic to address work-related issues and problems.
• Leadership - Job requires a willingness to lead, take charge, and offer opinions and direction.

 

Physical Demands: 

 

The individual who holds this position is regularly required to walk, hear, and speak. Close vision ability to look at a computer screen for long periods of time is required. Distance vision is also a must. The employee is frequently required to use fingers and controls.

 

Physical requirements also include, but are not limited to: sitting, standing, walking (level or uneven surface), bending/twisting neck, bending/twisting at the waist, kneeling, crouching, crawling, climbing, reaching, lifting (up to 50 lbs.), carrying objects (up to 50 lbs.) while walking, pushing, pulling, presence of heat and cold.

 

Travel: Negligible, up to 5% of time.

 

Other Duties:

 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

WHAT WE OFFER

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities!
• Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do!
• We Recognize Talent: We offer a variety of recognition programs for all levels of employees!
• Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, Entertainment Discounts, & Paid Time Off.
  • Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

About SPS

SPS is an award-winning employer of choice offering outsourcing solutions that leverage Intelligent Automation (Artificial Intelligence & Robotic Process Automation) in more than 22 countries across the globe.

In North America, our services include Mailroom Management (both physical and digital), Office Services such as Reception, Lobby Concierge and Conference Room Management in addition to Document Processing Services utilizing leading edge technologies. Our clients today are companies in sectors such as banking, insurance, legal, higher education, advertising and other professional services, including many Fortune 500 companies.

SPS is committed to delivering high caliber outsourcing experience to our clients and offering our employees challenging and exciting career opportunities throughout the North America region and globally. SPS is committed to investing in the professional development of our employees and offers competitive comprehensive benefits and diverse development training programs that lead to building careers.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity.

SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by law.

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