Career Training Concepts Inc.
Executive Assistant, Legal (Finance)
Exercises control over calendars for all appointments, meetings, engagements, and conferences for commitments of time of Senior Management. Establishes priorities and arranges, shifts, or cancels appointments and meetings. Accepts or declines invitations to meetings, conferences, speaking engagements, and news media appearances based on scheduled activities and special interests.
Reviews outgoing correspondence prepared for signatures of Senior Management (i.e. action documents, case files, legal documents, and reports). Edits other written material for adherence with Senior Management's established policies, writing styles, and previously expressed views, as well as for conformity with departmental and internal policies and correspondence procedures. Advises writer of needed changes to written material.
Screens telephone calls and visitors desiring to speak with members of Senior Management. Exercises independent judgment and discretion to determine the nature, purpose, and urgency of the matter and if it requires interrupting members of Senior Management. Determines which calls must be referred to members of Senior Management and which can be resolved independently or by a more appropriate staff member. Maintains a log of visitors and callers, their purpose, and independently follows up or reminds staff of necessary action items as appropriate.
Reads, screens, and controls incoming mail. Independently deals with those matters addressed to Senior Management that do not require his/her personal attention by referring such to appropriate staff members.
Composes a variety of written material. Such material varies in subject and format, but typically requires drafting appropriate correspondence that reflects Senior Management's policies and special interests.
Develops a variety of recurring reports, documents, or reference materials which involve obtaining information from staff, files, or other sources, and formatting the needed information properly in narrative, table, or graph formats.
Makes travel arrangements for Senior Management. Secures flights and accommodations and maintains contact while members of Senior Management are in travel status and informs him/her of important developments.
Arranges meetings for Senior Management. This includes preparing agenda, notifying participants, etc. Develops and assembles background information as required. Attends meetings and conferences to record, summarize, and distribute minutes. Checks to ensure that commitments made at meetings are kept and keeps members of Senior Management informed.
Computer Skills: Applicant must use MS Excel, MS Outlook, MS Access or other databases, MSWord, and Adobe Acrobat Professional. For example, assignments may include integrating output from different software types, e.g., tables produced by database applications and charts and graphs produced by electronic spreadsheet applications into word processing or desktop publishing text. Products include complicated tables, graphs, and/or charts. Ensures proper format, spelling, punctuation, capitalization, and grammar.
Communication skills are extremely important. Works and interacts in a courteous, effective, and professional manner with all levels of staff and when meeting with visitors. Ability to meet established deadlines.
Other duties related to the scope of the position as assigned.
Must have the knowledge, skills, and abilities to perform the specified duties.
High School diploma or GED required. Post-secondary preferred
Prior experience as an Executive Assistant or providing legal/administrative support in a management environment
Proficiency in word processing applications (Microsoft Office and Outlook)
Valid United States driver's license and dependable vehicle
Background and Screening: Any offer is contingent upon first passing a Federal Background Investigation (BI).
Hours of Operation: 40 hours per week, except Federal holidays and approved Leave.
Benefits Available: CTC offers a full range of standard benefits, including medical insurance.
Application Procedures: Resumes must not be longer than two (2) pages. In addition, we require the contact information for 3 professional references.
ALL MUST APPLY AT: (not in indeed) https://secure2.entertimeonline.com/ta/MNH215.careers?CareersSearch
CTC is an Equal Opportunity Employer. This means that we will extend equal opportunity to all individuals without regard for race, religion, color, gender, sexual orientation, gender identity, national origin, age, disability, protected veteran status, citizenship status, genetic information, or any other legally protected category.