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Executive Assistant Opening, San Antonio, TX

Location: San Antonio, TX

Post Date: 01/17/2023

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.
Tasks:
· Manage and maintain executives' schedules.
· Make travel arrangements for executives.
· Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
· Answer phone calls and direct calls to appropriate parties or take messages.
· Prepare responses to correspondence containing routine inquiries.
· Open, sort, and distribute incoming correspondence, including faxes and email.
· Greet visitors and determine whether they should be given access to specific individuals.
· Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
· Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
· Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
· File and retrieve corporate documents, records, and reports.
· Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
· Attend meetings to record minutes.
Work Activities
· Communicating with Supervisors, Peers, or Subordinates
· Establishing and Maintaining Interpersonal Relationships
· Getting Information
· Organizing, Planning, and Prioritizing Work
· Communicating with Persons Outside Organization
· Performing Administrative Activities
· Interacting With Computers
· Scheduling Work and Activities
· Updating and Using Relevant Knowledge
· Processing Information
Detailed Work Activities
· Answer telephones to direct calls or provide information.
· Compile data or documentation.
· Confer with coworkers to coordinate work activities.
· Coordinate operational activities.
· Distribute incoming mail.
· Explain regulations, policies, or procedures.
· File documents or records.
· Greet customers, patrons, or visitors.
· Make travel, accommodations, or entertainment arrangements for others.
· Manage clerical or administrative activities.
· Order materials, supplies, or equipment.
· Prepare business correspondence.
· Prepare research or technical reports.
· Read materials to determine needed actions.
· Record information from meetings or other formal proceedings.
· Schedule operational activities.
· Sort mail.
· Train personnel.
· Transcribe spoken or written information.
Work Content
Physical Demands
the employee is occasionally Climb or balance; Stoop, kneel, crouch, or crawl; the employee is frequently Stand; Walk; Sit; Reach with hands and arms; the employee is regularly Use hands to finger, handle, or feel; Talk or hear;
Lifts Weight or Exerts Force Work Environment
the employee is occasionally Up to 25 pounds;
Qualification
Education and Experience
Years of Experience
5+
Education
Some College
Degree or Formal Training
Bachelor's Business
Skills
Basic Skills
· Active Listening
Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
· Reading Comprehension
Understanding written sentences and paragraphs in work related documents.
· Speaking
Talking to others to convey information effectively.
· Writing
Communicating effectively in writing as appropriate for the needs of the audience.
· Critical Thinking
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Social Skills
· Service Orientation
Actively looking for ways to help people.
· Coordination
Adjusting actions in relation to others' actions.
· Social Perceptiveness
Being aware of others' reactions and understanding why they react as they do.
· Negotiation
Bringing others together and trying to reconcile differences.
· Instructing
Teaching others how to do something.
Complex Problem-Solving Skills
· Complex Problem Solving
Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Resource Management Skills
· Time Management
Managing one's own time and the time of others.
Desktop Computer Skills
· Graphics
Working with pictures in graphics programs or other applications, including creating simple graphics, manipulating the appearance, and inserting graphics into other programs.
· Internet
Using a computer application to create, manipulate, edit, and show virtual slide presentations.
· Navigation
Using scroll bars, a mouse, and dialog boxes to work within the computer's operating system. Being able to access and switch between applications and files of interest.
· Presentations
Navigating the Internet to find information, including the ability to open and configure standard browsers; use searches, hypertext references, and transfer protocols; and send and retrieve electronic mail (e-mail).
· Spreadsheets
Using a computer application to enter, manipulate, and format text and numerical data; insert, delete, and manipulate cells, rows, and columns; and create and save worksheets, charts, and graphs.
· Word Processing
Using a computer application to type text, insert pictures, format, edit, print, save, and retrieve word processing documents
Knowledge
Required
· Clerical
· Customer and Personal Service
· Computers and Electronics
· Administration and Management

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