Job description
Overview:
Responsibilities:
Summary of Responsibilities:
Provides quality administrative support in a timely and efficient manner to the President & CEO of IFS Financial Services, Inc., while attending to daily office responsibilities. Provides quality administrative support services to IFS; manages the President’s meeting schedules, and serves as information resource person for IFS. In addition, initiates and implements any cost/time saving methods for providing overall administrative support. Works with some supervision and is responsible for making a minimal range of decisions, escalating to Manager when appropriate and updating to Manager on a regular basis.
Position Responsibilities:
- Manages daily meeting calendar for the President in an accurate and timely manner. Confirms next day meeting appointments and retrieves all related historical data in preparation for those meetings.
- Prepares, processes and tracks all signature requests; expedites documents for review by the President.
- Coordinates travel arrangements, and prepares, processes and maintains records of expense reports for the President in a timely and accurate manner.
- Assists with the coordination of quarterly board meetings and business reviews; coordinates meeting details with Technical Support, Graphics Department, Cafeteria Services and Eagle Realty for room and equipment set-up.
- Assists President with letters, memos and other verbal and written communication as requested.
- Establishes and maintains efficient filing system for all Company entities (IFS, Touchstone, Western & Southern and Integrity) as well as outside board meetings and miscellaneous affiliations, purging and/or archiving documents as necessary, upon approval of the President.
- Greets clients and visitors and notifies Company personnel upon arrival promptly and professionally.
- Oversees purchasing budget and inventory of office supplies and equipment, and manages the coordination of new employee office space requirements (computer, telephone, supplies); ensures IFS work areas are well maintained and safe (i.e., HVAC, security, cleaning, etc.).
- Handles administrative duties of President & CEO of IFS including modification of spreadsheets and reports for Corporate Accounting, file preparation, and maintaining current organizational charts.
- Serves as Eagle Realty Group and Facilities Management contact, promptly reporting and logging building maintenance requests. Follows requests to completion by contacting initiating party to confirm work was completed.
- Provides general administrative assistance to the President.
- Handles confidential information in an appropriate manner.
- Able to continually perform an activity such as transcribing, viewing a computer terminal and extensive reading. Visual acuity is required to determine accuracy, neatness and thoroughness of work assigned.
- Performs other duties as assigned by management.
Selection Criteria:
Proven experience providing administrative support for executive-level management.- Demonstrated excellent verbal and written communication skills. Proven ability to continuously convey information to internal and external customers in a clear, accurate, focused and concise manner. Demonstrated ability to document procedures and activities in a manner that is understandable to others and prepared using a prescribed format. Proven proficient proofreading and editing skills, demonstrating a strong use of the English language to include exemplary knowledge, in verbal and written format, of the elements of grammar, punctuation, diction and spelling proficiency.
- Proven proficiency in preparing reports, compiling statistics, researching information and making recommendations.
- Proven experience coordinating multiple projects/assignments simultaneously and completing assigned tasks accurately and on a timely basis. Must demonstrate a strong attention to detail with excellent organization skills. Expected to cite examples of organization and time management/methods used to manage or prioritize workload demands from multiple sources.
- Proven experience handling confidential information and correspondence; demonstrated ability keeping a high level of confidentiality and use of discretion in personnel-related matters.
- Demonstrated experience maintaining a calm and professional demeanor when handling demanding situations.
- Demonstrated ability to effectively handle and screen telephone calls, directing them to the proper individuals.
- Proven ability to compose business letters and memos using proper grammar and professional verbiage. Must provide examples of written communication.
- Proven ability to adapt and demonstrate flexibility when changes occur to policies, procedures and priorities. Cite examples.
- Demonstrated experience effectively handling customers and providing excellent service.
- Proven strong analytical skills, including demonstrated experience identifying and quantifying problems, and providing effective resolutions. Must be able to cite examples of good decision-making skills when dealing with multiple alternatives.
- Demonstrated experience working effectively within a team. Must provide examples of motivating co-workers in difficult situations.
Work Setting:
- Works in an office setting and remains continuously in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.
- Performs continuous keyboarding work requiring the ability to make repetitive motions of the wrists, hands and/or fingers.
- Frequently moves around the office to access file cabinets and office equipment, and moves between offices, etc. While accessing file cabinets, frequently uses upper extremities to reach by extending hands and/or arms in any direction or occasional bending of the body.
Educational Requirements:
- High school diploma/GED.
Computer Skills and Knowledge of Hardware & Software Required:
- Proficient in word processing, spreadsheet and presentation applications.
Certifications & Liceses (i.e,. Series 6 & 63, CPA, etc.):
- None required
Position Demands:
- Extended hours required during peak workloads or special projects.
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