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Executive Assistant in Overland Park, KS at Netsmart

Date Posted: 10/18/2018

Job Snapshot

Job Description

Summary:


The Executive Administrative Assistant provides support to multiple Executive Vice President level executives both on site and remote. This position interacts with all levels of the organization, as well as external entities, and must establish and foster relationships to ensure Company and administrative policies are established and executed, and executive support levels are maintained. This position is responsible for a variety of executive, administrative, and clerical functions in support of the Executives.

Responsibilities:

  • Composes executive level correspondence as needed; prepare letters, reports, minutes, proposals, expense reports, financial reports, statistical tables, presentations and other materials as requested.
  • Maintains both electronic and physical file copies in an orderly and retrievable fashion. Strong organizational skills are an absolute requirement.
  • Ensures the accurate and timely completion of departmental administrative work. Establishes and maintains a priority file of outstanding actions (correspondence, meeting items, recurring reports, etc.).
  • Coordinates travel arrangements including booking airfare, hotel and transportation accommodations consistent with company policies and guidelines.
  • Prepares executives for meetings, compiles packet and ensures that all documents are prepared in a timely and accurate manner.
  • Maintains executives' electronic schedule to coordinate meeting times, conferences, travel arrangements and appointments.
  • Coordinates meeting logistics providing discussion materials for all participants, room set-up to accommodate the group, ensures needed equipment is operating, and room tear-down.
  • Answers telephone for the executives, takes and distributes messages to appropriate personnel, responds to inquiries from clients, vendors and personnel within scope of expertise. In the executives' absence, if unable to assist directly, route problems and/or questions to the appropriate person, follow up and report.
  • Professionally interacts with executives and key managers with companies engaged in business with the organization such as clients, suppliers, and partners.
  • Conducts special projects for the executive as requested; researches, collects information and reports findings.
  • Organizes or assists in organizing department or group events that support the business of the department.
  • Set up online meetings for executives and coordinate room reservations and/or meals as required.
  • Handle details of a highly confidential and critical nature.
  • At the request of the executives, performs any and all administrative, clerical and secretarial duties for other areas of the company as needed. 

Education and Experience:

  • High school diploma generally required
  • Minimum of 5 years experiences supporting an executive level team.
  • Knowledge of computers and relevant software applications
  • Knowledge of customer service principles and practices
  • Strong computer skills in Microsoft Office Suite, especially MS Excel. 

Main Job Tasks and Responsibilities:

  • Answer telephone, screen and direct/manage calls
  • Meeting planning and preparation of meetings and conferences
  • Travel management
  • Greet and facilitate executive visitor experience
  • Deal with queries from associates, public and clients
  • General administrative and clerical support
  • Prepare letters and documents
  • Receive and sort mail and deliveries
  • Schedule appointments
  • Maintain appointment diary either manually or electronically
  • Tidy and maintain the executive meeting areas
  • Maintain an adequate inventory of office supplies
  • Coordinate the repair and maintenance of office equipment
  • Support internal communications as needed
  • Cover the Front Desk as needed, greet guest, answer phones, etc. 

Key Competencies:

  • Verbal and written communication skills
  • Professional personal presentation
  • Customer service orientation
  • Information management
  • Organizing and planning 

Skills Required:

Microsoft Power Point, Office Management, Microsoft Word, Microsoft Excel, Client Service, various Travel Management Tool, Concur Travel and Expense a plus.

Netsmart provides equal employment and advancement opportunities to all individuals. Employment decisions at Netsmart will be based on performance, qualifications, abilities, education and experience.  Netsmart does not discriminate in employment opportunities or practices on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, physical or mental disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state and local laws. Netsmart complies with any applicable state and local laws governing nondiscrimination in employment.