Administrative Executive Assistant
Job Description
Safety Decals is looking for someone that is detail-oriented, self-motivated, a fast learner and comfortable taking initiative and responsibility to work in our fast-paced print production environment. This person must be comfortable proactively resolving issues and provide exceptional customer service to maintain long-term customer relationships. We are ideally looking for someone with experience as an executive assistant in a fast-paced and growing company. This person must be comfortable managing a high volume of calls, emails and customer inquiries. The individual must have a positive attitude and the experience or the willingness to learn all aspects of our company. ROLE & RESPONSIBILITIES: The individual will be the primary point of contact at the front door, on the phone and with email communications. They will be required to assist the executive and upper management team including order entry and customer service. Primary point of contact between the executives and internal / external clients Maintain master corporate calendar of all all-hands events, conferences, holidays and vacations Receive incoming calls and emails; take messages, respond appropriately and route correspondence to the appropriate executive of staff member Handle requests, feedback and queries quickly and professionally Maintain daily electronic journal, arrange meetings and appointments and provide reminders as needed Take orders via phone and email and enter for processing Monitor office supply levels; reorder when appropriate Maintain strong relationships with vendors and keep price data to get the best pricing on supplies and services Produce professional quality reports, presentations and briefs Provide exceptional customer service both internally and externally Develop organizational procedures for incoming customer requests and inquiries Requirements & Qualifications Minimum 2 years’ experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial position Full knowledge of office management systems and procedures Basic bookkeeping and math skills Proficient in English Exemplary planning and time management skills Ability to stay calm and on-task in high-stress situations Current in today’s office technology, and computer software including MS Office Ability to multitask and prioritize daily workload is a must High level verbal and written communication skills Discretion with personal and confidential information PHYSICAL REQUIREMENTS: Work requires individual to be mobile and in a standing and/or walking position with ability to lift 10 pounds regularly and up to 50 pounds occasionally. The individual is frequently required to reach with hands and arms to grab or hang onto objects; uses hands to handle, finger, or feel objects and to perform keyboarding. Sometimes it is necessary to crouch or kneel. Successful performance requires good vision abilities including close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus QUALIFICATIONS: Must have at least a high school diploma. Ideally someone with 2-5 years of fast-paced secretarial experience or similar background or equivalent combination of education and experience is needed to successfully perform job requirements. Must have excellent customer service skills and the ability to work as part of a team. Requires very good working knowledge and experience with computers – keyboarding, data entry, and information lookup is necessary. Must quickly learn (within 2 weeks) to utilize the appropriate modules of the computerized business system and to update most required work data information. Requires ability to stay under control while working with continually changing multi-task work assignments in a deadline work environment.
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