About the Role
1) Performs a variety of administrative and executive support tasks that are highly confidential and sensitive.
2) Coordinates office management activities and functions for the General Manager
3) Researches, compiles, assimilating and preparing confidential and sensitive documents, and briefs the General Manager regarding content
4) Reads and screens incoming correspondence and reports; making preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the General Manager and staff
5) Receives and screens incoming calls and visitors, determines which are priority matters and alerts the General Manager accordingly. Makes referrals to appropriate staff or provides requested information
6) Informs others of the General Manager’s position on issues. Composes letters and memoranda in response to inquires
7) Acts as liaison between the General Manager, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments
8) Produces a variety of documents, charts and graphs in final form
9) Updates the General Manager on status of issues before scheduled meetings
10) Prepares the agenda and collects materials for meetings, speeches and conferences. Taking minutes and keeps records of proceedings in the official books
11) Plans and coordinates arrangements for professional conferences
12) Reviews, proofreads and edits documents prepared for the General Manager’s signature
13) Takes and transcribes dictation on technical and confidential matters from the General Manager
14) Coordinates and facilitates the General Manager’s calendar to arrange appointments, meetings and conferences
15) Recommends actions to be taken on office expenditures such as equipment and supply needs
16) Assists with preparation of the office budget
17) Assists with the establishments, revisions and maintenance of office procedures and policies
18) Compiles and maintains records, statistical information and reports
19) Establishes and maintains various filing and records management system
20) Participates in and or coordinates committees and task forces
21) Makes travel arrangements, prepares itineraries; preparing, compiling and maintain travel vouchers and records.
22) Operates standard office equipment and maintenance
23) Performs other duties as assigned by the Deputy Chief of Staff
Requirements
Ø Education: Candidate must have a high school diploma or its equivalent. A bachelor’s degree in business administration or Management may also be required.
Ø Constitutional Requirements: Candidate must be a general member of the Eagles Membership Association for at least three (3) fiscal years in good standing
Ø Experience: Candidate must have at least three years of senior leadership and/or management.
Ø Language Skills: Ability to read and comprehend instructions, correspondences and memos, ability to write and speak English well, ability to effectively present information in one on one and group situations to staff members and the general public.
Ø General Skills: Ability to calculate figures and apply concepts of basic math, ability to correctly use office equipment, accurate typing skills and computer knowledge. Neat and legible handwriting and ability to keep accurate and organized records. Passionate about the mission and vision of the Indian Forest Companies Incorporated. Must possess the ability to promote and communicate the philosophy, mission and values of the Indian Forest Companies Incorporated.
Position Summary
The Executive Administrator to the General Manager, a member of the Support Office of the General Manager, is responsible for providing administrative support and management to the Office of the General Manager and supervising the work and performance of all administrative assistants of the organization.