Executive Assistant in Raleigh, NC with Greene Resources

Date Posted: 1/7/2020

Job Snapshot

Job Description


Job Number: 35848


Executive Assistant


Job Description:

Our client, a non-profit organization with global reach, is looking for an Executive Assistant to join their team! This is a contract-to-hire position based in Raleigh, NC.


Responsibilities:


  • Provide outstanding administrative support for assigned practice area(s)

  • Complete expense reports for all supported staff and assist staff with Time & Expense system questions

  • Process and track purchase requisitions and subcontractor, consultant, and purchase order requests

  • Maintain confidential electronic and hard copy files

  • Prepare monthly departmental publication report for senior management. Research missing information online as needed

  • Prepare correspondence; produce and proof documents

  • Prepare detailed agendas for large conferences with departmental commitments, times, locations, and staff attendance.

  • Proficiency in teleconference meeting set up for daily/weekly internal and external meetings

  • Submit manuscripts on behalf of department and collect all relevant missing information from project manager or online research (author contact information, suggested reviewers contact information, copyright transfer forms, authorship forms, contracts guidance). Ensure manuscript is in compliance with journal specifications

  • Scan, e-file, and hard copy file project deliverable checklists

  • Track, maintain, and publish calendars for staff vacation, holidays, and business conferences

  • Register employees for conferences; purchase professional memberships and maintain membership renewals

  • Assist with recruitment efforts - Schedule phone screenings and face-to-face interviews for employment candidates (calendar notices, day-of-interview schedule, travel and transportation for candidate if required, associated expenses, catering, conference room reservations, AV setup)

  • Complete timesheets daily and assist staff with timesheet questions/changes

  • Conduct new hire employee orientation (set up office, schedule introductory and ongoing meetings, order business cards, train on timesheet system, complete IT and admin checklist, distribute HS handbook and information, etc.)

  • Manage the scheduling and execution of internal and external meetings (including coordination of MS Outlook meeting requests, conference room reservation, catering, AV setup, telephone/web conference lines/links)

  • Coordinate travel arrangements including airfare, hotel, and ground transportation requirements

  • Assist in event planning and management and provide hospitality/catering for meetings (greet visitors, order & set up meals/catering, arrange transportation/hotel, reserve conference rooms, arrange for AV setup, develop agenda, coordinate speakers, provide for onsite logistical support, take notes, etc.)

  • Liaise between staff and ITS Help Desk for computer issues including, but not limited to, software/hardware issues and conference room and equipment set up

  • Conduct cursory literature searches

  • Attend monthly administrative meetings

  • Provide backup coverage for other administrative and support staff during absences and work overload situations, as necessary meet and greet visitors for that assigned practice area

  • Copy, file, print, and prepare mail for FedEx, US Mail as requested

  • Maintain and troubleshoot copiers, fax machines, and printers; request service when necessary; train staff on use


Education Requirements:


  • Bachelor's degree preferred


Desired Background/Skills:



    Qualifications:


    • 2+ years experience as an Executive Assistant or similar

    • Outstanding written and verbal communication skills, professional and team-oriented demeanor. Excellent interpersonal skills

    • Intermediate to Advanced Microsoft Outlook, Word skills.

    • Ability to prioritize, and multi-task.

    • Effective organizational skills required.

    • Demonstrated ability to maintain a high degree of confidentiality


    Other Information:


    • Greene Resources is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status