Executive Assistant

Autoscribe - Fort Lauderdale, FL

Full-timeEstimated: $42,000 - $56,000 a year
EducationSkills
Autoscribe Corporation, an established leader in payment processing seeks an Executive Assistant to the CEO for the Fort Lauderdale office location. Working in a positive team environment, you’ll be liaising with the leadership team that drives the business forward. Using your judgment and intellect, you’ll be handling the CEO’s correspondence and coordinating travel plans. You will be trained how to plan and dispatch team travel in private aircraft, as well effective record keeping required under part 91 flight operations. You must be detail oriented, have a solid work track record, and a have excellent oral and written communications skills. You will deal with with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. You will be trusted to use independent judgment to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
Performs desktop publishing. Creates and develops visual presentations for the CEO.
Establishes, develops, maintains and updates filing system for the CEO and other managers, including the use of DocuLocator. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.
Organizes and prioritizes large volumes of information and calls.
Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information from team members or external parties.
Answers phones for CEO. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other assistants to cover phones.
Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary.
Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the vice president, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
Coordinates division of workload with the administrative assistant in community relations.
Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
Supports market data analyst in maintenance of the department finances. Activities include: copying check requests and sending to accounts payable travel reimbursement, documenting corporate credit card expenses to corporate finance.

Core Competencies:
Oral Communication-Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Written Communication-Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Quality Management-Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

Planning/Organizing-Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Professionalism-Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Physical Demands & Work Environment

This is largely a sedentary role; however, some physical tasks will be required such as assistance in airplane hangar and configuring seats in private plane. This would require the ability to lift items, open doors, and bend or stand as necessary. This role routinely uses standard office equipment such as computers, phones, scanners, and filing cabinets.

Frequently required to stand
Occasionally required to walk
Continually required to sit
Continually required to utilize hand and finger dexterity
Continually required to talk or hear
Continually utilize visual acuity to operate equipment, read
technical information, and/or use a keyboard
Rrequired to lift/push/carry items up to 50 pounds
Continually quiet to moderate noise
Occasionally very loud noise (example: air plane engines)
Occasionally exposure to outside weather conditions including extreme heat
Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m.
Travel

Occasional travel is expected for this position (up to 10%).

Education and Experience

College degree preferred; associates degree acceptable
2-3 years of administrative experience.