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Administrative Assistant - Part time (20hrs/Week)

Dairy MAX

Dallas, texas


Job Details

Contract


Full Job Description

The individual in this position is responsible for supporting the Vice President of School Marketing with a wide range of administrative and executive support related tasks in a timely manner and with high performance standards.  Able to translate requests and requirements into achievable goals and manage the process through which these objectives are met.

Requirements

Knowledge:

Execution, Administration, And Coordination of Activities

  • Monitor calendar and schedule calls, meetings, and flow of communication
  • Plan and coordinate special projects for vice president as requested
  • Maintain accountability and accept responsibility for daily activities reporting to vice president on status of all activities, requests, and open items.

Communication and Information Management

  • Review incoming tasks and actions from the team to ensure prioritization and success of the vice president regarding deadlines
  • Create and maintain accurate paper and electronic filing ensuring documents are sent to headquarters and securely destroyed according to company’s document retention policy
  • Familiarity with company’s policies as outlined in the handbook and online, including but not limited to, travel, record retention and leave polices.
  • Maintain an updated job description and desk procedures manual for your position

Planning

  • Handle planning logistics for vice president and directors for trips; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in timely manner ensuring accuracy and submit in accordance with organization policy
  • Monitor vice president and directors’ calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of attendees involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately
  • Schedule and coordinate meetings and executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various company off-site meetings as requested in an upbeat and professional manner
  • Facilitate the successful implementation of projects initiated by vice president and/or directors.

Detail Management/Coordination

  • Produces work that is thorough and meticulous; attend to all necessary details; deliver timely results in all areas including:
    • Correspondence
    • Travel arrangements
    • Timelines
    • Meetings, agenda times, participants’ confirmation
    • Calendar coordination and cross-checking of facts
    • Coordination with other Dairy MAX team members
    • Spreadsheets and PowerPoint presentations
    • Outlook contact database

Benefits

Not available for this position.

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