Executive Administrative Assistant

PURPOSE AND SCOPE:
Supports FMCNA's mission, vision, core values and customer service philosophy.
Adheres to the FMCNA Compliance Program, including following all regulatory and company/division policy requirements.
Provides advanced administrative support to Senior Vice President or Executive Vice President and senior departmental staff as assigned.
Requires minimal direction and routinely responds to enquiries and other communication on behalf of the executive.
Performs secretarial and administrative assignments of a complex and confidential nature, and a variety of complicated tasks, relying on judgment and experience to accomplish established goals and objectives.
DUTIES / ACTIVITIES :
CUSTOMER SERVICE:
Responsible for driving the FMCNA culture though values and customer service standards.
Accountable for outstanding customer service to all external and internal customers.
Develops and maintains effective relationships through effective and timely communication.
Takes initiative and action to respond, resolve and follow up regarding customer service issues with all customers in a timely manner.
PRINCIPAL RESPONSIBILITIES AND DUTIES Under minimal direction, provides advanced secretarial and administrative support to top management and executives in the functional department.
Routinely responds on behalf of the executive to written and electronic communication.
Handles material of a highly confidential and time-sensitive nature, as well as a variety of complex situations involving clerical/administrative functions of the office that do not require the direct attention of the executive.
Uses considerable judgment and initiative to determine the appropriate action to take in non-routine situations.
Interprets and adapts guidelines, precedents and practices.
Anticipates and prepares materials needed by the executive for conferences, appointments, meetings, telephone calls etc.
May assist in the preparation of reports as required by senior staff by contacting various company personnel at all levels to collect, compile, and analyze complex information.
Relies on experience and judgment to plan and accomplish goals.
Within established guidelines, makes independent decisions regarding planning, organizing,and scheduling work.
May perform some standard administrative functions such as screening mail and telephone calls, scheduling appointments and maintaining the calendar, setting up the office filing system, and coordinating meetings (large, complex, internal or external).
Keeps records of equipment purchases and maintenance for the department.
May maintain certifications, memberships, and publications for the department.
Keeps log of paid time off for staff and other staffing administrative duties as assigned.
Other duties as assigned.
Addenda:
Corporate Compliance Manages annual meetings for the department, Compliance Committee meetings, and others, preparing presentations as needed and coordinating meeting setup with senior management.
Assists in the development of the annual compliance report, quarterly and other compliance reports.
Coordinates annual compliance plans.
Organizes and manages board reports.
EDUCATION Bachelors' degree or Associates Degree with equivalent experience or HS Diploma with specialized secretarial training plus equivalent experience or equivalent experience.
EXPERIENCE AND REQUIRED SKILLS 8+ years of experience without a degree, at least 4 years with a related Bachelor's degree, or at least 6 years with an Associates degree or specialized secretarial training.
Proven success in supporting administrative functions for senior management.
Knowledge of business and technical vocabulary.
Familiarity with standard concepts, practices and procedures within a complex operational environment.
Ability to employ basic reasoning skills while handling multiple tasks.
Knowledge of computer software such as word processing, spreadsheet, presentation, database, and Visio programs.
Knowledge of organizational operations and procedures.
Ability to communicate (verbally and written) with considerable tact and diplomacy.
Capable of analyzing complex information requests and determining complex trends.
Ability to exercise considerable discretion and independent judgment when making decisions and interacting with clients.
Advanced computer skills to be able to continue to advance processes.
Detailed knowledge of organizational operations, procedures, policies and practices.
Wide degree of creativity and latitude expected.
EO/AA Employer:
Minorities/Females/Veterans/Disabled

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