May 23, 2012

Hiring: Business Assistant

Job Summary 
The Business Assistant is a full-time position that will handle a wide range of administrative and executive support related tasks. The Business Assistant must be able to work independently, be well organized, dynamic, flexible and enjoy the administrative challenge of supporting a multi-program, multiple location company. 

The Business Assistant must be able to interact with all team members in a fast paced environment - sometimes under pressure - while remaining flexible, proactive, resourceful and efficient. And the Business Assistant must have a high level of professionalism, ability to maintain confidentiality, excellent attention to detail, and strong analytical and communication skills. 

Responsibilities 
  • Manage and maintain President’s schedule 
  • Prepare a wide variety of complex documents to include: invoices, reports, memos, letters, presentations and other documents using word processing, spreadsheets, in-house database or presentation software 
  • Open, sort and distribute incoming correspondence including faxes and email 
  • Assist with preparation for meetings and presentations to include developing materials, and printing and assembling materials 
  • File and retrieve electronic and paper corporate documents, records and report 
  • Greet visitors and determine whether they should be given access to specific individuals 
  • Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner 
  • Participate in a variety of meetings, workshops and trainings for the purpose of providing/receiving information, recording minutes and supporting attendees’ needs 
  • Oversee projects for the purpose of organizing assignments, monitoring progress and ensuring completion within timeline and company standards 
  • Researches a variety of topics for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements 


Required Skills 
  • 3+ years experience supporting at the executive level 
  • Knowledge of administrative and clerical procedures and systems to include word processing, managing files and records, transcription, and designing forms 
  • Excellent organizational skills to include project management and scheduling 
  • Experience assisting management with the creation of PowerPoint presentations 
  • Strong knowledge of MS Office suite 
  • Experience scheduling travel arrangements for management
  • Ability to perform technical, specialized, complex and difficult office administrative work exercising independent judgement
  • Experience in professional services, sales or marketing preferred 
  • Bachelor’s degree or equivalent 
  • Excellent written and oral communication skills 
  • Must be self-motivated 
  • Demonstrated ability to work in a collaborative environment 
  • Basic math and budgeting 
  • Demonstrated problem solving and analytical skills

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