What will the job look like?
- Responsible for contributing to the efficient use of the Leadership Team’s time by relieving them of administrative details capable of being delegated
- Responsible for performing a multitude of complex administrative tasks and providing full administrative support using superior knowledge of administrative functions. Administrative tasks may include planning business entertainment meetings, travel, expense reporting assistance, filing, responding to emails, mail correspondence and other duties as assigned.
- Provides administrative assistance to support the Leadership Team in daily work, i.e., anticipates & follows-up on deadlines ensuring information is available, communicates with people inside and outside the company, researches and gathers information, completes projects and assignments punctually, etc.
- Utilizes discretion, judgment, and initiative to continue the work responsibilities of the office when the Leadership Team is unavailable.
- Determines within moderately well-defined limits the activities and duties that can be executed without the personal review or clearance of the Leadership Team.
- Responsible for maintaining Leadership Team’s calendar, schedules meetings as requested, identifies & assesses strategic priorities when conflicts arise, consults with Leadership Team, when necessary, picks up mail, promptly responds to written requests when appropriate and routes postal mail which does not require Team’s attention
- Responds quickly and enthusiastically to rapidly changing demands. Anticipates deviations from schedules and proactively and independently works to develop adjusted plans to address such changes.
- Assist with preparation of reports, presentations, spreadsheets, and other documents for presentations. Coordinate and facilitate virtual meetings as needed (e.g. MS Teams, Zoom, etc).
- Work with other department’s leaders to provide cross coverage for departmental staff functions to include: Agendas, meeting action items, maintain department calendars & overall day-to-day corporate office functions.
- Meticulous attention to detail when arranging all travel, lodging accommodations and transportation as required by the Leadership Team. The incumbent must tend to all the details involved with visits to Allied domestic & global business units. Coordinates travel for, Allied interview candidates and business guests. Prepares & reconciles expense reports.
- Provides support of daily office operations and serves as front lobby liaison when necessary.
- Assist with special projects and back-up as needed.
What do you need to successed?
- High School diploma required; Bachelor’s degree preferred.
- 5+ years of proven experience as an executive assistant or other relevant administrative support experience
- Previous experience with booking global travel, preparing and completing expense reports, managing calendars, etc.
- Previous experience working in a professional setting
- Excellent interpersonal skills and the ability to communicate effectively and skillfully with individuals at all levels
- Must have strong, advanced administrative and technology skills gained through years of experience, training, and progressive administrative support positions
- Must be able to proficiently operate a personal computer using MS: Outlook, Word, PowerPoint, Project, Excel, and Visio
- Must be able to think and work independently, have meticulous organizational skills, and maintain a high-level of confidentiality
- Ability to work with associates and other departments to solve problems and anticipate potential problems and implement short- and long-term solutions with minimal or no supervision.
- Ability to focus on customer satisfaction, internal team building, promote a positive company image, and remain professional, friendly and self-motivated.
- Ability to multitask and prioritize independently.
- Must demonstrate discretion & confidentiality
WE VALUE DIVERSITY
Here at Allied Air, we believe that diversity and inclusion is critical to our success as a company, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool. Our goal is to build workplaces that reflect the communities where we live and work, support the growth and development of each team member as they strive to reach their full potential, and empower them to be their authentic selves. Allied Air is an equal opportunity employer.
Lennox International
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