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.