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Sr. Administrative Assistant - Global Sales Education

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JOB PURPOSE 

Under general supervision, performs a variety of secretarial/administrative duties to support Vice President and above. Performs at a high level of anticipation to ensure tasks and projects are completed in a timely and efficient manner. 

ESSENTIAL DUTIES AND RESPONSIBILITIES


1. Plans own daily work activities and may assign work to lower level secretarial or administrative support. Ensures timely completion and accuracy of work. Trains new support staff and informs executive of project progress. Keeps executive informed of critical issues affecting department and may recommend procedural/operational changes to facilitate work flow.


2. Initiates correspondence of a non-routine, complex nature often requiring extensive research and knowledge of Company operations. Signs correspondence under own name.


3. Researches complex issues often requiring research with other departments to relieve executive of administrative burdens.


4. Schedules meetings without prior approval of executive. Independently gathers, researches, and compiles information for meetings and ensures executive is well briefed prior to meeting.


5. Answers, screens, and prioritizes phone calls. Takes messages as appropriate and offers solutions to sometimes complex inquiries, requiring extensive research and follow up.


6. Compiles comparative and statistical information and prepares summaries of findings using spreadsheet software. In addition, prepares related charts and graphs using graphics software package. Independently follows up on report discrepancies and ensures appropriate records are corrected.


7. Prepares the annual departmental operating plan proposal and summary for final review by executive. Independently compiles historical information regarding departmental expenses, estimates year-end actual versus plan, and works with executive's direct reports to determine cost of projects and expenses for the next year. Also participates in the development of budget reports and analysis for quarterly financial reviews.


8. Maintains highly confidential/sensitive information regarding division and overall Company business and exercises utmost discretion with information.


9. May perform duties specific to the function of the department. 


KNOWLEDGE, SKILLS AND ABILITIES


Education:
 High school diploma or equivalent applicable experience, plus


Experience:

5 years of administrative experience.


1. Must be able to type between 60-70 wpm accurately and be highly proficient with word processing software in order to create complex documents/forms.


2. Must be able to pass a basic math test and also be highly proficient in spreadsheet software to create complex formulas involving averages, percentages, exchange rates, and macros. Must also be able to transfer spreadsheet information into graphs and charts using graphics software package.


3. Must be able to work independently with little direction and be well organized in order to prioritize and work on a variety of projects at one time.


4. Must have strong communication and interpersonal skills in order to effectively communicate with higher level management. 

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