Administrative Assistant - GVP
Description
GENERAL PURPOSE
Provides general administrative support to Group Vice Presidents and Vice Presidents as required. Ensure all day-to-day activities are resolved by maintaining ongoing communication, organizing all routine departmental activities and handling special projects as needed.
ESSENTIAL FUNCTIONS
- Perform administrative general office duties of a responsible and confidential nature, executing secretarial support at the highest level with minimal direction. Maintain a variety of complex records and files. Material is of a highly confidential nature. Coordinate use of major conference rooms and maintenance of equipment.
- Act as liaison between department managers and their staff in matters involving the GVPs and VPs, including meetings, documentation, and activities requiring authorized action.
- Take appropriate authorized action in the absence of the GVP and VPs to ensure matters requiring attention are referred to and handled in a manner that minimizes the effect of the absence. Handle projects as assigned and work independently with minimal supervision.
- Coordinate travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and arranging office requirements and facilities at the destination when required.
- Manage the GVP’s calendar, working closely with other executive-level administrators to ensure efficient flow of information.
- Receive and screen communications to the GVP, including telephone calls, calendar invites, and recorded messages. Provide assistance using independent judgment to determine items requiring priority attention. Channel and facilitate communication from customers and associates, and redirect callers to the appropriate department or field representative for resolution or assistance.
- Perform basic customer or competitor research through internet searches, phone calls, and other methods (e.g., store hours), as well as provide project support (e.g., video reviews) on a recurring or as-needed basis in support of GVPs, VPs, and their respective teams.
- Manage the LP Field Equipment Program, coordinating issuance of laptops, phones, and other equipment between field leaders and Corporate IT.
- Coordinate and resolve facility issues as necessary.
COMPETENCIES
QUALIFICATIONS & SPECIAL SKILLS REQUIRED
• College-level course work
• Excellent written and oral communication skills, including advanced level of proofreading, editing and grammar skills
• Excellent telephone skills
• Ability to type 60+ words per minute, accurately
• Advanced skills in work processing, presentation, spreadsheet and other software, Microsoft Office, i.e., MS Word, Excel, PowerPoint
• Ability to multi-task and prioritize tasks, with frequent interruptions, without direction
• Ability to use discretion in handling confidential information
• Attention to detail
• Ability to meet deadlines
• Ability to work as a key team member with a diverse group of professional staff