Executive Assistant

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Job description

Summary:
The Executive Assistant provides advanced secretarial and administrative support to the President under limited supervision. This role involves managing confidential and complex tasks, requiring a high degree of discretion, judgment, tact, and diplomacy. The Executive Assistant handles sensitive information, communicates with management, and coordinates administrative operations with minimal guidance. This position demands practical knowledge of company policies, procedures, and office management.
Duties and Responsibilities:

1. 
   Communication and Coordination
   • Communicate with executive, administrative, and line management to gather and relay information pertinent to the President's office and responsibilities.
   • Supervise receptionists and front office activities, ensuring smooth operations.
   • Greet visitors, determine the nature of their business, and direct them to the appropriate person or department.
   • Answer telephone calls, handle inquiries tactfully, and refer complex matters to the appropriate party.
2. 
   Data Management and Report Preparation
   • Gather, assemble, and analyze information from various sources to support decision-making and report preparation.
   • Prepare detailed reports, manuals, agendas, correspondence, and memoranda for the President.
   • Maintain sensitive and confidential files and records for the superior.
   • Review incoming mail and inquiries, addressing routine matters independently and referring critical issues for executive action.
   • Plan and layout complex reports, proposals, and spreadsheets.
3. 
   Administrative Support
   • Organize and make travel arrangements, appointments, and coordinate schedules.
   • Prepare and process expense reports for the President, ensuring accurate documentation.
   • Manage the flow of information between clerical staff, secretarial staff, and external contacts, ensuring effective communication and coordination.
   • Type and finalize complex documents, often combining material from multiple sources, including drafts with statistical data and specialized terminology.
   • Record minutes during staff meetings and transcribe dictations for letters, memos, and reports.
   • Manage outgoing mail, correspondence, and filing of documents.
4. 
   Technical Proficiency and Equipment Operation
   • Operate general office equipment such as copiers, facsimile machines, typewriters, calculators, and personal computers.
   • Proficient in Microsoft Office applications, including Word and Excel, and able to type 60 words per minute and use 10-key by touch.
5. 
   External and Internal Coordination
   • Interface with secretarial and clerical staff from within and outside the department to coordinate tasks and ensure smooth operations.
   • Serve as a liaison with firms, organizations, or individuals outside the company to coordinate various administrative matters.

Qualifications:

1. 
   Education and Experience
   • High School diploma or GED equivalent required, with an AA degree desirable.
   • Minimum of 5 years of related experience or an equivalent combination of education and experience.
   • Proficiency in Microsoft Word, Excel, and other office software applications is essential.
2. 
   English Language Skills
   • Ability to read and interpret documents such as safety rules, operating procedures, and manuals.
   • Strong writing skills, with the ability to create reports and business correspondence.
   • Excellent verbal communication skills, with the ability to effectively present information before groups of employees.
3. 
   Mathematical Skills
   • Ability to calculate figures such as discounts, interest, commissions, proportions, and percentages.
   • Proficiency in applying concepts of basic algebra and geometry to daily tasks.
4. 
   Reasoning Ability
   • Ability to interpret instructions in written, oral, diagram, or schedule form.
   • Problem-solving skills to define problems, collect data, establish facts, and draw valid conclusions.
5. 
   Other Requirements
   • Intermediate or higher-level experience with word processing, spreadsheet applications, and internet search engines.
   • Typing speed of 60 words per minute and proficiency in 10-key by touch.
   • Ability to handle multiple tasks, prioritize effectively, and work independently under minimal supervision.

Shift: 1st
Pay: $18-$27
Pay range offered to a successful candidate will be based on several factors, including the candidate's education, work experience, work location, specific job duties, certifications, etc.
Qualified candidates should APPLY NOW for immediate consideration! Please hit APPLY to provide the required information, and we will be back in touch as soon as possible.
Benefits: Volt offers benefits (based on eligibility) that include the following: health, dental, vision, term life, short term disability, AD&D, 401(k), Sick time, and other types of paid leaves (as required by law), Employee Assistance Program (EAP).
Volt is an Equal Opportunity Employer and prohibits any kind of unlawful discrimination and harassment. Volt is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment on the basis of race, color, religion or belief, national origin, citizenship, social or ethnic origin, sex, age, physical or mental disability, veteran status, marital status, domestic partner status, sexual orientation, or any other status protected by the statutes, rules, and regulations in the locations where it operates. If you are an individual with a disability and need a reasonable accommodation to assist with your job search or application for employment, please email or call (866) - . Please indicate the specifics of the assistance needed.
Volt does not discriminate against applicants based on citizenship status, immigration status, or national origin, in accordance with 8 U.S.C. 1324b. The company will consider for employment qualified applicants with arrest and conviction records in a manner that complies with the San Francisco Fair Chance Ordinance, the Los Angeles Fair Chance Initiative for Hiring Ordinance, and other applicable laws.

Volt is acting as an Employment Agency in relation to this vacancy.

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