Senior Executive Administrative Assistant

Description

Position Overview:

To provide secretarial and administrative support skills as required for the job in the Department. Assignments may require the use of independent judgment.

Essential Functions:

• Performs administrative duties for C-suite executive management.





• Compose and/or assist in the composition of correspondence as necessary.









• Collect data and prepare special reports and presentations as required.









• May record, transcribe and distribute minutes of meetings.









• Place, receive, screen and relay phone calls. Sort and distribute mail and other incoming materials. Review, sort and route correspondence to the appropriate person or groups along with background information when applicable.









• Maintain appointment and meeting calendars and ensure personnel are informed of schedules.









• Coordinate travel plans including airline, hotel, ground transportation and other travel necessities for the executive and other members of the staff. Prepare trip folders with appropriate documents and itineraries. To the degree possible, anticipate common travel challenges such as weather and when they occur, coordinate resolution.





• Compile and submit travel expenses, vendor invoices, check requests, etc. through various payment systems.









• Develop and maintain files and records systems; research files to retrieve data.









• Maintain a high level of confidentiality in all information received.









• Perform specialized duties/tasks which may be unique to the needs of the department or the executive staff, including but not limited to, planning/coordinating special meetings, holidays, and events. May act as event planner, work with internal departments or work with vendors for arrangements of large meetings, corporate events, Presidents Club, etc.









• Operate a personal computer and be proficient on Word, Excel, Access and Power Point. Expertise with internet as a resource.









• Work with other assistants (inside or outside department) as required for special projects and events.









• Coordinate with other assistants for full phone coverage during working hours and to provide coverage for administrative team vacations and other absences





• Perform other duties as required or assigned which are reasonably within the scope of the activities enumerated above.

Additional Responsibilities:

• Prompt arrival and regular attendance at work.





• Ability to learn, understand, and adhere to all applicable safety precautions and procedures.





• Ability to develop and maintain a positive working relationship with others





• Ability to independently reason and problem solve.





• As the support person for members of the Senior Leadership, the ability to maintain a high degree of confidentiality is mandatory.





• Commitment to support publicly the strategies and direction of the organization.





• Supports and participates in the Company's production and quality standards with a continuous focus on customer service.





• Flexibility to support periodic time-sensitive business needs outside the scope of a standard working day or week.

Working Environment:

No special physical requirements for this position. Position is situated in an office environment.

Education:

High School Diploma or equivalent required. College coursework in business or related area preferred.

Knowledge/Skills and Experience:

• A working knowledge of the English language and grammatical structure. The ability to communicate effectively and tactfully, both orally and written, is required.





• Demonstrates proficiency with most Microsoft software and operating systems (Word, Excel, PowerPoint, Access, etc)





• Five years office experience or appropriate related experience





• Flexible and able to multitask. The ability to coordinate multiple projects with deadlines and changing priorities.





• Must maintain composure and a positive attitude in the face of pressure





• Be professional in all dealings with customers, vendors and other Aramark employees

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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ARAMARK is an EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION employer – Minority/Female/Disability/Veteran

Aramark will consider for employment qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance ordinance.