Title: Executive Assistant Reports to: Business Owners / Principal Company: Russell T Bundy Associates Location: 417 E Water St. Urbana OH 43078
THIS IS A NEWLY CREATED POSITION WITHIN THE ORGANIZATION, INTENDED TO SUPPORT HALF OF THE PRINCIPAL TEAM. Bundy Baking Solutions is looking for an Executive Assistant in Urbana, OH, to handle a variety of complex situations while supporting two principals (family business shareholders who are also operating executives). They will also provide occasional administrative support to other members of the executive team. The successful candidate will demonstrate independent initiative, expertise in the use of company processes and applications, and the ability to respond and handle issues to maximize the efficient use of the principals' time while maintaining the highest level of professionalism, confidentiality, and discretion.
Primary Responsibilities Assures good flow of communication with principals and executives to effectively address issues and manage schedules.
- Schedule appointments, meetings, and other events, effectively managing and prioritizing the principals' calendars.
- Make travel arrangements for principals and other executives and submit expense reports within policy guidelines.
- Performs activities and uses judgment to help discern priority of issues in conjunction with the principals to efficiently guide the schedule and meet obligations on time.
- Drafts anticipated materials needed by the principals for correspondence, presentations, appointments, meetings, etc., using a variety of professional software suite applications.
- Communicates and handles incoming and outgoing electronic communications on behalf of principals.
- Manages the company's electronic documents and records, ensuring that documents are stored, shared, and accessed securely and legally. Compiles records,documentation, and data necessary for unique, sensitive, and standard reports and prepares for principal use.
- Organizes digital and physical files and materials to facilitate effective use of executives' time and efficiency of office operations.
- Distributes correspondence on the executive's behalf.
Other Duties - Takes and transcribes notes and dictation for executives.
- Composes letters and memoranda from dictation, verbal direction, or from knowledge of the company policy or procedures.
- Composes and creates routine correspondence and files correspondence and other records.
- Answers phone, gives information to callers, routes calls to the appropriate person, and places outgoing calls.
- Files corporate documents, records, and reports.
- Drafts responses to correspondence containing routine inquiries
Minimum Job Qualifications: - 5+ years of experience in comparable roles.
- High degree of skill/knowledge of Microsoft Office Suite and PC software, preparing for executive presentations.
- Polished and articulate communicator with both spoken and written correspondence.
- Attention to detail and assertiveness in ensuring loose ends are tied.
Preferred Qualifications - Professionalism (e.g., cooperation, courtesy, assertiveness, non-defensiveness, accepting constructive criticism, and maintaining confidence).
- Attention to detail through accuracy and completeness of information.
- May require specific secretarial skills or experience such as dictation, shorthand, etc.
- Manages multiple projects/tasks simultaneously.
- Demonstrates ability to plan, set priorities, organize, and coordinate work with others.
- Solid customer relations skills by providing prompt, personalized service.
- Ability to meet multiple deadlines promptly
- Strong ability to handle time management and stress.
EDUCATION AND CERTIFICATIONS - Associate's degree in business or related field preferred
- Valid public notary commission is a plus
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