Job TitleExecutive Assistant – Seaman Corporation OMJ Job # 3802139
Type of Job: Full Time
How to Apply: Qualified candidates should apply online at: www.seamancorp.com/careers
The Executive Assistant provides confidential administrative support for the Chairman of the Seaman Corporation Board and the Office of the Treasury. Key responsibilities include preparation of reports and financial data, bookkeeping, handling information requests, making travel and meeting arrangements, preparing correspondence, receiving visitors, managing customer and vendor relations. This position requires the ability to effectively work with all levels of internal management and staff, as well as outside clients and vendors. This position also requires the ability to multi-task in a high energy, fast paced, high demand environment.
Key responsibilities for this position include:
*Manage and maintain the schedule of Seaman Corporation Chairman and Treasury Manager; oversee appointment schedules and calendars and arrange meetings/conference calls as necessary; arrange travel through internal agent (VIP) and Corporate Flight Department and maintain travel folders with itineraries; prepare correspondence, including documents requiring signature. On occasion, may perform back up responsibilities for the office of the CEO & President.
*Help coordinate Quarterly Board of Directors Meetings with any request that may service the Chairman of the Board and the Office of the Treasury including travel arrangements, overnight accommodations, dinner arrangements, and catering during meetings.
*Manage and execute all presentations for the Chairman of the Board and the Office of the Treasury. Prepare, print, and bind all presentations as necessary.
*Receive, read and analyze incoming mail, memos, submissions and reports to determine their significance (priority) and distribute accordingly to Chairman of the Board and Treasury Manager; perform daily scanning, copying, faxing and mailing; generate and transmit UPS and FedEx shipments; order supplies and stock department; set up Zoom meetings as requested.
*Schedule Chairman of the Board, Office of the Treasury, and Seaman family flight itineraries and accommodations.
*May be required from time to time to make simple journal entries in QuickBooks; prepare invoices and deposits for recording; deposit cash and checks. Issue checks and process/manage bill pay; send wires; Reconcile bank and credit card statements.
*Prepare agendas, reports, memos, letters, spreadsheets, presentations and other documents using Microsoft Office programs; File and retrieve corporate documents and records, including use of Laserfische scanning software; prepare responses for correspondence, i.e. letters, agreements, including confidentiality agreements; coordinate and manage regular Treasury meetings including off-site meetings; coordinate amenities for participants as requested.
Job RequirementsThis position requires: Administrative Assistant Associate Degree, Office Management Associate Degree, or related degree plus 5 years administrative-related experience or combination of degree and experience. Must have knowledge and demonstrated high proficiency in administrative procedures and PC/Operating systems (Windows, Excel, Word, and PowerPoint). A working knowledge of basic accounting and technical report writing is a plus. Strong attention to detail and confidentiality is required. Post Closes: 1/26/19