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Executive Assistant

Company: Gavilon Group, LLC
Location: Omaha
Posted on: April 10, 2021

Job Description:

Job Summary: The Executive Assistant position is a fast-paced, dynamic position that provides administrative support to Senior Management and key Executive staff of Gavilon. This position handles details in a confidential nature, receives and screens telephone calls, letters and/or visitors. Additionally: prepares special reports, complex correspondence, and presentations by gathering and summarizing data.
Essential Job Functions:

  • Completes a broad variety of administrative tasks specific to the key Executives including extremely active calendar appointments, completing expense reports, composing and preparing correspondence that is sometimes confidential, arranging complex and detailed travel plans, itineraries, and agendas, etc.
  • Communicates and/or coordinates instructions with a high level of tact and integrity due to the great frequency of both internal and external Senior Management contacts
  • Maintain confidentiality in all aspects of job
  • Prepares special reports, letters, excel spreadsheets, complex correspondence and records
  • Create, audit and distribute PowerPoint presentations for various audiences
  • Performs full clerical, administrative and general office duties for executives including making copies, creating filing systems, filing documents, vacation tracking, etc.
  • Schedule meetings and manage demanding and dynamic calendars
  • Schedule company plane and related travel logistics
  • Receives and screens telephone calls, letters, and/or visitors
  • Demonstrate regular attendance and timeliness in reporting to work, meetings and completing assignments
    Other Job Functions:
    • Assist and coordinate numerous special projects
    • Answers routine questions and furnishes information as necessary
    • Organize and maintain reports, files, correspondence for meetings, conferences, and travel for key executives
    • Other duties as assigned
      Qualifications/Education/Experience/Skills:
      • High school diploma required
      • Ability to work and interact well with others
      • Strong independent, proactive work ethic to execute the needs of the executives
      • Ability to work well under pressure with tight deadlines
      • Excellent verbal and written communication skills
      • Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail
      • Proficient in Microsoft Office, including Outlook, Word, Excel, and PowerPoint, Adobe Acrobat and social media web platforms
      • Excellent telephone etiquette
      • Demonstrated ability to produce quality, timely and accurate work
      • 5-8 years of applied administrative/secretarial experience preferred
      • Associates or Bachelor's Degree in Business a plus, but not required
        Special Demands:
        • Must present a professional image
        • Must exercise good judgment in a variety of situations with strong written and verbal communication
        • Indoor office work environment. This position will be 100% onsite at the Gavilon corporate office - not eligible for work from home.
        • Must be able to remain in a stationary position 90% of the time
        • Position requires operation of a computer and other standard office equipment, such as a copy machine, calculator, computer printer and phone up to 90% of the time
        • Frequently communicates with employees and external customers/vendors in the office and at remote locations

Keywords: Gavilon Group, LLC, Omaha , Executive Assistant, Other , Omaha, Nebraska

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