Administrative Assistant to Executive Team

Summary

Under the direction of Executive Management, the Administrative Assistant will be responsible for providing general office and administrative support to the CEO, CFO & COO.

Essential Functions

• Laser focus on providing executive administrations and operational support to the CEO, CFO & COO.
• Learn and assist with various in-office functions and processes as needed (ex. cash-out, balancing, etc.)
• Maintain confidentiality
• Handle inquiries to the Executive team, on their behalf, without referral whenever possible
• Confidence and comfort working with very little direct supervision while still executing tasks in the most efficient and effective manner 
• Coordinate meetings (including rescheduling, cancellations, etc)
• Draft letters, emails, and other documents as needed on behalf of the Executive team 
• Research, collect, review and analyze information as needed
• Prepare spreadsheets, databases, and other documents as directed
• Organize and prioritize daily administrative duties
• Organize and manage multiple projects with and for the executive team
• Proactively manage the commitments of the Executive team
• Manage timelines and project due dates to ensure no deadlines are missed
• Enter and retrieve information from a computer, answer multi-line phone systems, and follow up with phone calls when necessary.
• Participate in charity events sponsored by ABC Title
• Organize, schedule, and participate in mandatory meetings and appointments
• Participate actively in the planning and execution of company events
• Ensure filing systems are maintained and current
• Establish and monitor procedures for record-keeping
• Ensure the security, integrity, and confidentiality of data

Competencies

• Technical Capacity — computer, database, and spreadsheet proficient. Must be highly capable to learn and use a computer program quickly, efficiently, and consistently (to be trained).
• Initiative - Should assess own strengths and weaknesses, pursue training and development opportunities and strive to continuously build knowledge and skills
• Ethical Standards — treat others with respect, work with integrity and uphold organizational values.
• Thoroughness — great attention to detail is critical, as this is a State monitored business.
• Collaboration Skills — must work well with others as part of a team.
• Communication Proficiency, both orally and written.
• Professional appearance, attitude, and telephone manners are essential.
• Flexibility — must be able to multitask, prioritize and reprioritize when necessary.
• Punctuality & Attendance — must arrive promptly before the start of shift, have reliable transportation, and be in communication early if there is any problem.
• Prioritize - must execute responsibilities with a sense of urgency and importance and follow through 

 Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Demands

This is largely a sedentary role; however, the physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employees must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by their job include close vision, distance vision, and the ability to adjust focus.

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are varying schedules. The office hours are Monday – Friday 9 am – 6 pm and Saturday 9 am – 2 pm.

Travel

No outside travel is required for this position, however, travel between ABC Title locations may be requested; mileage reimbursed.

Required Education and Experience

1. One year of prior administrative experience.

Work Authorization/Security Clearance (if applicable)

Fingerprints and Background check by Louisiana State Police

Other Duties

Please note 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.