Executive Assistant
Foremost Farms, Inc.
JOB SUMMARY:
Provides high-level coordination and administrative support across the functional units reporting to the COO and helps ensure the efficient and seamless execution of agreed plans and programs within approved authority limits and budgetary constraints.
DUTIES & RESPONSIBILITIES :
1. Coordinates with other departments in the execution of agreed plans and programs, providing them with direct access to the immediate superior by anticipating requirements and making small decisions in the absence of the superior.
2. Conducts research, assembles, and analyzes data to prepare reports and documents necessary to support desired objectives.
3. Prepares and edits correspondence, communications, presentation materials, and other documents necessary to help ensurethe smooth flow of work for the immediate superior.
4. Maintains data files (both soft and hard copies) in an orderly manner and ensure facility of retrieval during research and reference purposes.
5. Optimizes the boss’s working hours by preparing meeting and appointment schedules
based on priorities, urgency, and agreed parameters.
6. Attends meetings (sometimes for and on behalf of the boss) and serves as the scribe of the meeting, taking down and preparing the minutes thereon.
7. Coordinates with all levels of internal management and staff as well as outside contacts, using effective interpersonal skills to keep things working well for the immediate superior.
8. Helps monitor activities through the reports regularly submitted by the boss’s subordinates, highlighting unusual trends and patterns, and preparing suggested action points to help address specific concerns.
9. Provides suggestions in the office administration aspect of the job and helps ensure efficiency, productivity, and smooth flow of communication.
10. Supervises executive staff (janitors, messengers, drivers), fixing their work schedules, work load distribution (including service vehicle schedules), and helps ensure optimal efficiency for them.
11. May represent the boss and the company at social gatherings and other social functions, making sure that good impressions are made by strict observance of appropriate etiquette and decorum.
12. Performs other functions and tasks which may be assigned by the immediate superior from time to time.
Salary Rate - Negotiable
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