Copy of Executive Assistant

Description:

Job Purpose:

The executive assistant assists management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace.

Duties & Responsibilities:

• Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
• Managing schedule & booking appointments (preventing conflicts)
• Organize bills/paperwork
• Attend marketing meetings
• Organized office materials, equipment, or furniture
• Create correspondence
• Making follow-ups
• Developing advertising/communications
• Liaison with vendors
• Follow up on documentation/paperwork
• Troubleshoot basic computer issues
• Writing and sending out letters
• Visiting community offices to make connections or drop off materials
• Screening phone calls
• Maintain polite and professional communication via phone, e-mail, and mail.
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• Additional duties as assigned
• Duties and responsibilities may change, and new ones may be added, at any time with or without advanced notice.

Working Conditions:

• None: The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).

AIJ, Inc. provides equal employment opportunities to all applicants and employees and strictly prohibits any type of harassment or discrimination in regards to race, religion, age, color, sex, disability status, national origin, genetics, sexual orientation, protected veteran status, gender expression, gender identity, or any other characteristic protected under federal, state, and/or local laws.

Consistent with the Americans with Disabilities Act (ADA), it is the policy of AIJ, Inc. to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process.

Your employment with AIJ, Inc. is on an at-will basis, meaning either you or the Company can terminate the employment relationship, at any time, for any or no reason, and with or without cause or notice. As an at-will employee, your employment with AIJ, Inc. is not guaranteed for any length of time.

Requirements:

Skills & Qualifications

• Prior administrative experience.
• Excellent computer skills, especially typing.
• Attention to detail.
• Spanish language proficiency preferred.
• Desire to be proactive and create a positive experience for others.

Physical Requirements:

• Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
• Standing: Remaining upright on the feet, particularly for sustained periods of time
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another
• Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
• Pulling: Using upper extremities to exert force in order to draw, drag, haul or tug objects in a sustained motion.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to-position. This factor is important if it occurs to a considerable degree and requires the substantial use of the upper extremities and back muscles
• Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound.
• Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.