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Executive Assistant, President & CEO in Mechanicsville, VA at Owens & Minor, Inc.

Date Posted: 3/13/2019

Job Snapshot

Job Description

Utilizes extensive experience supporting senior executives.



Assists the Chief Executive Officer (CEO) and the Chairman of the Board with advanced secretarial and administrative duties such as scheduling appointments, giving information to callers, taking dictation, and otherwise relieving executive of administrative detail. Requires a broad knowledge of corporate operations and policies and a high level of experience, discretion and technical skill. Requires the use of finesse and diplomacy in dealing with high level contacts. Operates with great latitude for independent judgment and initiative.

ESSENTIAL JOB FUNCTIONS:

  1. Receives and appropriately controls confidential and highly sensitive information on a daily basis.
  2. Manages all written and technology-based correspondence for the CEO.
  3. Answers CEO's phone calls with diplomacy and professionalism and directs these calls where appropriate in a timely, efficient and courteous manner.
  4. Receives, opens and screens CEO's incoming mail.
  5. Provides administrative support such as maintaining office equipment, maintaining executive's office and stationery supplies.
  6. Coordinates CEO's travel/hotel arrangements as well as for some visiting customers. Schedules all Company aircraft and charter activity.
  7. Coordinates staff meetings and all other appointments for CEO. Interacts with the Legal Department on setting up Board and Committee meetings and conference calls.
  8. Responds to caller inquiries regarding CEO and the Company.
  9. Maintains special mailing lists for CEO.
  10. Prepares and reviews correspondence intended for signature of CEO.
  11. Arranges catering of CEO lunches, dinners, inside and outside the building. Researches new catering possibilities.
  12. Maintains the CEO's calendar, changing and updating as necessary.
  13. Enters the executive budget when required and forwards to CEO for approval; makes appropriate changes when required.
  14. Assists CEO in daily communications with direct reports and keeps CEO informed of direct report itineraries.

SUPPLEMENTAL JOB FUNCTIONS:

  1. Coordinates Christmas gift mailing in December.
  2. Coordinates office equipment maintenance.
  3. Performs additional duties as directed.
  4. Assists other executives when back-up is necessary.


STRENGTH REQUIREMENTS:

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

TYPE OF PHYSICAL REQUIREMENTS:

Acuity, near
Clarity of vision at 20 inches or less.

Talking
Expressing or exchanging ideas by means of the spoken word. Talking is important for those activities in which employees must impart oral information to clients or to the public, and in those activities in which they must convey detailed or important spoken instructions to other employees accurately, loudly, or quickly.

Hearing
Perceiving the nature of sounds. Hearing is important for those activities which require ability to receive detailed information through oral communication, and to make fine discriminations in sound, such as when making fine adjustments on running engines.

QUALIFICATIONS
  1. EDUCATION & FORMAL TRAINING:

Basic knowledge of business, stenography, accounting and a variety of office procedures. Equal to a high school diploma plus additional broad training equal to 2 years of college.

B. WORK EXPERIENCE:

At least three years (up to and including) five years.

C. KNOWLEDGE, SKILLS AND ABILITIES

  • Ability to handle multiple tasks simultaneously.
  • Ability to meet stringent deadlines and perform under pressure.
  • Portrays professional demeanor at all times.
  • Ability to analyze and conclude.
    PC skills to include word processing and spreadsheet.
  • Flexibility.
    Excellent verbal and written communication skills.


EQUIPMENT, TOOLS AND WORK AIDS:

General office equipment to include PC.

WORKING CONDITIONS AND ENVIRONMENTAL HAZARDS:

Inside working conditions.

No environmental hazards indicated for this classification.

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