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Executive Administrative Assistant

Company: GreatAmerica Financial Services Corporation
Location: Cedar Rapids
Posted on: January 15, 2022

Job Description:

The Executive Administrative Assistant provides executive administrative support to leadership, relieving them of as much day-to-day administrative duties as possible. Responsible for handling confidential and time sensitive information from both internal and external sources. Duties require excellent knowledge of GreatAmerica, senior leadership, operating structure, as well as diplomacy and judgment in dealing with a wide range of situations.

The successful candidate will have exceptional interpersonal, computer, administrative, and organizational skills, with a clear understanding of the administrative support needs of a senior leader team and a demonstrated ability to deliver that support. Position requires the ability to anticipate needs and problems, initiate appropriate action, and administer confidential information with discretion. Proficiency in planning and coordinating travel and special events is also required.

Essential Functions

  • Performs administrative duties requiring considerable judgment, initiative, and knowledge of GreatAmerica.

  • Schedule appointments, determining priorities and maintaining senior leader calendars including President and VP of Talent and Organization Development.

  • Interfaces with all levels of internal and external personnel requiring explanation, discussion and obtaining approvals.

  • Management of President's email including identifying action items, organization of items sent and received as well as assisting with writing and editing e-mails.

  • Composes correspondence requiring an excellent working knowledge of GreatAmerica including but not limited to emails, letters, and memos.

  • Edits documents to ensure composition and contextual accuracy; proofreads data ensuring proper spelling, punctuation, and grammar usage.

  • Leads planning efforts for various events.

  • Master scheduler for corporate meetings including but not limited to strategic planning, budgeting, business unit reviews, etc.

  • Coordinate venues and travel arrangements for Outstanding Sales Achiever reward trip.

  • Proactively schedules, coordinates logistics and travel, manages facilities and prepares presentations and other materials for onsite visits both with internal and external customers. Information created may include directions, background information, dealer and attendee information and summaries in preparation for visits.

  • Purchases gifts for various events; internally and externally.

  • Manages birthday calendar and distributes cards.

  • Manage month-end activity (fund-o-meter, wheel of great fortune, beverage carts, etc.)
  • Sends reminders and schedules semi-annual and annual reviews and 360 reviews.

  • Interfaces with all levels of internal and external personnel requiring explanation, discussion and obtaining approvals.

  • Creates expense reports for senior leaders.

  • Coordinates with other administrative staff on corporate events, phone coverage, group meetings and logistics.

  • Creates and edits procedures and instructions for position.

  • As a member of Administrative Team, provides administrative support to all areas of the company as necessary.

  • Performs other duties as required.

  • Lives the GreatAmerica principles; involved in cross functional team efforts as assigned and required.

    Position Qualifications
    For all GreatAmerica team members: Honesty/Integrity, Customer Oriented, Accountability, Tenacious, Communication Skills (Oral and Written), Adaptability
    For this position: Accountability, Adaptability, Assertiveness, Autonomy, Change Management, Communication (oral and written), Conceptual Thinking, Consensus Building, Creative, Decision making, Detail oriented, Energetic, Ethical, Friendly, Initiative, Interpersonal, Judgment, Leadership, Organized, Patience, Persistence, Problem Solving, Relationship Building, Reliability, Resilient, Tactful, Time Management, Tolerance, Working Under Pressure

    • Education: High school diploma
    • Experience: 7 years administrative assistant experience

      Skills and Abilities

      • Computer Skills: Microsoft Suite including Outlook, SharePoint, PowerPoint, Word, Excel, and Teams.

        Other Requirements: Requires extensive knowledge, utilization and proficiency in a variety of software packages. Understanding the level of confidentiality needed for supporting a c-suite role. Prior experience with event and traveling planning including booking airfare, working with hospitality locations and group events.

        Click apply now to apply online today!

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Keywords: GreatAmerica Financial Services Corporation, Cedar Rapids , Executive Administrative Assistant, Administration, Clerical , Cedar Rapids, Iowa

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