Executive Assistant

Career Details:

Type: Secretarial / Clerical / Scheduling

Hours: Regular Full-Time

Shift: First

Weekend Required: No

Location: Nottingham

City: Jamesville

Openings: 1

Overview: 

The Executive Assistant will provide high level administrative support to the Vice President of Housing, as well as to her Corporate Housing Leadership Team. The Executive Assistant will be proactive, organized and self-motivated to taking on new challenges to support the ever changing and growing housing division with a variety of responsibilities and dynamic key projects. The ideal candidate must have exceptional administrative, customer service and organizational skills, great attention to detail, strong written and verbal communication skills, and enjoy working within a mission and results driven environment.

Qualifications: 
  • Minimum 3-5 years of administrative or secretarial experience.
  • Associates degree required.
  • Working knowledge of medical terminology is helpful.
  • Demonstrated organizational skills.
  • Ability to apply good judgement and work independently.
Responsibilities: 
  • Interacts with all levels of management, teammates and the public with professionalism, tact, discretion and confidentiality. Uses independent thought, judgement and discretion in executing all duties.
  • Independently handles a variety of projects from start to finish with minimal guidance. Collaborates with Senior Management, their assistants, and other staff.
  • Serves as resource for information, practices, policies and procedures within the scope of responsibility.
  • Composes high-level correspondence with professional quality. Prepares, organizes, updates and maintains documents, forms, logs, policies, databases, minutes, and files. Ensures paper or electronic information is filed accurately in an easy to retrieve and organized system. May review files or paperwork for completeness, such as signatures and dates.
  • Deals discretely with highly sensitive and confidential communications concerning staff, department and organization matters.
  • Handles routine and special projects with minimal supervision.
  • Coordinates meetings and appointments by scheduling attendees, preparing agendas, confirming attendance, reserving meeting rooms and arranging for catering/refreshments as directed. Attends meetings and takes minutes as directed. Anticipates and resolves or escalates scheduling conflicts.
  • Copies, sorts and routes documents such as mail, faxes, publications or packing slips.
  • Using independent judgement, answers inquires and resolves issues appropriately. Answers phones and handles calls professionally. Takes accurate messages, routes calls and messages, and returns phone calls promptly. Treats all callers with courtesy and respect. Keeps internal phone directories and staff rosters up-to-date as needed.
  • Facilitates communication as needed, verbally or in writing as directed. Designs, writes, prepares and distributes announcements for Housing activities. May maintain bulletin boards or other communication vehicles.
  • Greets visitors, notifies staff members of visitor arrival, and escorts or directs visitors to proper location.
  • Provides support to other departments/sites when directed.
  • Maintains office in a neat and organized fashion.
  • May assist in the emergency response at The Nottingham, including evacuation of residents during emergencies.
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