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Executive Administrative Assistant (24607)

Palmer Group
Job Description
Our West Des Moines insurance client is looking for an experienced Executive Administrative Assistant. Ideal candidates will have experience working with a Board of Directors, as well as a strong sense of gate keeping and maintaining executive schedules. At least 3 years of executive admin experience is required.

Job Description:
  • Provides executive administrative support to senior officers
  • Manage of calendars, schedule of meetings, preparation of confidential correspondence
  • Meeting planning and report/presentation
  • Performs confidential, complicated and administrative assignments for officers
  • Responsible for overall office organization and managing Executive calendars
  • Schedules and coordinates appointments, travel arrangements, meetings and conferences for the Senior Team
  • Responsible for carrying out logistics for board meetings and offsite meetings
  • Assembles high quality reports, presentations or other regularly scheduled and immediate documents
  • Creates and maintains charts, graphs, spreadsheets and databases
  • Assists with compiling and sending out materials for Board and Senior Team meetings via the online board portal
  • Answers and screen incoming calls and places outgoing calls on behalf of the executive
  • Screens incoming mail, publications and other correspondence
  • Ensures proper approvals have been obtained before releasing correspondence
  • Takes minutes of meetings and keeps up to date files & ensures that meeting action items have been adhered to
  • Reconciles invoices, track budgets and completes expense reports. Reconciles and approves credit card charges
  • Performs other related work as assigned

  • Bachelors degree preferred
  • 5 or more years of related administrative assistance experience
  • 3 or more years of executive administrative experience
  • Advanced computer skills using Microsoft Office, including Access, Excel, Word, PowerPoint and Adobe Acrobat.
  • Experience with Board Vantage or a similar board of directors portal
  • Experience setting up and running audio vision equipment including WebEx Conference calls
  • Ability to handle sensitive information and maintain confidentiality
  • Ability to multitask and manage multiple projects and deadlines
  • Excellent organization skills required, must be extremely detail oriented
  • Must have a high degree of professionalism, energy and flexibility
  • Strong written and analytical skills
  • Ability to compose effective communications and reports
  • Strong customer service skills with the ability to communicate effectively with internal and external business partners and employees at all levels within the organization

Hours: 8:00AM-4:30PM Monday-Thursday & 8:00AM-3:30PM Friday

Palmer Group offers our valued temporary and contract employees, Health, Dental, and Vision insurance the 1st of the month after 60 days of employment. These plans are fully compliant with the Affordable Care Act standards. 
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