Executive Assistant I

W3R Consulting; Chicago (IL); On-site; USD 45,000 - 65,000; Full time

Job summary

W3R Consulting seeks an experienced administrative professional to provide high-level support to the Divisional Sr. VP. The role involves secretarial duties, document preparation, and confidential handling of corporate information in a fast-paced environment.

Responsibilities include budget participation, invoice processing, and coordinating meetings, travel, and communications. Strong organizational skills and discretion are essential to succeed in this position.

Qualifications

• Requires high school diploma or GED, with secretarial certification preferred.
• Demonstrated ability to handle confidential information with discretion.
• Proficient in Word, Excel, PowerPoint; Lotus Notes experience a plus.

Responsibilities

• Perform varied secretarial and administrative duties with discretion and independent judgment.
• Compose and transcribe routine documents with professional appearance.
• Maintain confidential files and corporate records and research information as needed.
• Process invoices, monitor department budgeting data, and participate in budget reporting.
• Coordinate calendar, travel arrangements, and meeting logistics for the Divisional Sr. VP.

Skills

Administrative support

Confidentiality

Communication

Independent judgment

Organizational skills

Polished correspondence

Education

High School Diploma or GED

Secretarial certificate

Tools

Word

Excel

PowerPoint

Lotus Notes

Job description

ESSENTIAL FUNCTIONS

Performs varied secretarial and administrative duties exercising considerable discretion and independent judgment including or comparable to most of the following:

1. Perform secretarial and administrative duties and maintain office in absence of the Divisional Sr. VP. Expedite requests from corporate management directed to the Divisional Sr. VP and perform administrative follow up for the Divisional Sr. VP on pending matters.
2. Compose, type, and transcribe routine correspondence, reports, forms, and similar material in final form using a personal computer. Ensure correctly worded documents with a professional appearance at all times.
3. Compile special reports and charts, requiring data collection from several sources, based on specific instructions as to the nature and purpose of these charts and reports. Participate in the budgeting process as needed.
4. Establish and maintain confidential files, files of corporate records, official documents, and other information for reference purposes. Research files for information upon request. Dispose of records according to established retention procedures.
5. Maintain office controls to ensure the timely submission of correspondence and reports. Consolidate reports when appropriate.
6. Research and resolve inquiries related to the function of the division.
7. Process payment for invoices and maintains departmental billing, budget, and payment data.
8. Participate in the budget process as requested, i.e. review budget reports, monitor variances, enter data in budget system, etc.
9. Screen telephone calls and visitors; route misdirected calls to other appropriate individuals in the organization. Open, scan, and arrange mail in order of importance. Schedule appointments, maintain master calendar and place outgoing phone calls for the Divisional Sr. VP. Provide, prepare or obtain information from records based on knowledge of the organization.
10. Assume responsibility for keeping up to date on organizational changes, and corporate policies and procedures. Safeguard the confidentiality of all information related to executive functions.
11. Handle special projects including scheduling and coordinating meetings, making travel arrangements, arranging for luncheons, and sending out invitations. Attend management and other meetings for the Divisional Sr. VP. Prepare summaries of decisions and commitments made at meetings and conferences.
12. Perform various miscellaneous functions, i.e., maintain personal files, screen internal/external publications outlining pertinent information. Advise support staff in answering problems involving procedural and workflow.
13. Maintain a thorough knowledge of the organizational structure.
14. May lead other administrative assistants within the division.
15. Communicate and interact effectively and professionally with co-workers, management, customers, etc.
16. Comply with HIPAA, Diversity Principles, Corporate Integrity, Compliance Program policies and other applicable corporate and departmental policies.
17. Maintain complete confidentiality of company business.
18. Maintain communication with management regarding developments within areas of assigned responsibilities and perform special projects as required or requested.

JOB REQUIREMENTS

• High School Diploma or G.E.D.
• 3 years of administrative support experience.
• Knowledge of office procedures and equipment.
• Verbal and written communication skills, including punctuation, composition, sentence structure, etc.
• High degree of confidentiality
• Independent judgment and initiative and act with authority as needed.
• PC proficiency to include Word, Excel, PowerPoint and Lotus Notes
• exercising confidentiality, tact and diplomacy

PREFERRED JOB REQUIREMENTS

• Secretarial certificate from accredited secretarial school.
• Referral preference given to applicants able to take and meet testing criteria.