Executive Administrative Assistant - Pennrose

The position provides full administrative support to the CFO at Pennrose including office management oversight. This individual manages all correspondence, files, phones and travel arrangements. Proficiency in Microsoft Outlook and Word, and a working knowledge of Microsoft Excel and PowerPoint are required.

• Timely preparation of quality correspondence, applications, proposals and reports
• Juggling multiple projects and assignments simultaneously with a crisp yet cheerful demeanor and always exercising good judgment
• Handling phones, mail and e-mail correspondence with professional efficiency and courtesy
• Typing, copying and accurately filing of documents
• Setting up and maintaining hard-copy and electronic project files
• Maintaining an organized office
• Supporting the demands of the CFO‘s fast-paced meeting and travel schedule
• Gracious reception of office visitors
• Professional responsiveness to CFO’s business needs
• Discretion in handling confidential information
• Commitment to organizational excellence
• Maintenance of calendars
• Scheduling and coordinating logistics for meetings, balancing options of internal staff with external participants in a timely and diplomatic manner and demonstrating an understanding of the CFO’s priorities
• Maintenance of the Office Outlook Contact Database
• Management of travel and credit card expenses
• Management of all office supplies and their organization
• Operation of all office equipment
• Utilization of UPS, Fed Ex and US Mail accounts and supplies
• Complying with all Pennrose personnel policies
• Other duties as assigned

• Bachelor’s degree preferred
• 4+ years of prior executive administrative support and office management responsibilities
• Notary public certification required or must be obtained upon employment
• Responsibility for all matters pertaining to smooth and efficient office management
  • Efficient handling of all matters pertaining to procuring, budgeting, and tracking of supplies
• Demonstrated ability to work under pressure exercising sound judgment
• Ability to prioritize demands and respond with composure to a fast-paced environment with high-energy leadership
• Demonstrated organizational skills, including the ability to set priorities in concert with the Team Leaders - yet able to work independently
• Demonstrated ability to respond to and resolve problems rapidly and efficiently
• Considerable interpersonal skills including the ability to establish and maintain effective working relationships with others; being both responsive and thoughtful
• Knowledge of event planning
• Considerable knowledge of records maintenance
• Understanding of voice over inter-net and data systems
• Demonstrated strong work ethic in an office support position
• Proficiency in Outlook, Microsoft Office including Word and Excel
• Demonstrated punctuality
• Accuracy and speed in task execution
• Strong work ethics and high work standards
• Excellent verbal and written communication skills with an outstanding ability to express oneself concisely
• Ability to understand the organizational structure and work through administrative systems
• Demonstrated ability to switch gears and pitch in with team efforts – required when multiple projects reach closure (e.g. special documents and materials must be finalized, organized and dispatched under critical deadlines)
• Ability to arrange meetings and make all travel arrangements, when required
• Maturity, good judgment and professionalism
• Requires a valid driver’s license, an insured vehicle, and the ability to travel (between properties, on-call emergencies, training, etc.)