- Home
- United States
- Mobile
- Senior Administrative Assistant
-
chosen country US
Senior Administrative Assistant
Gulf Distributing Holdings Company LLC
2021-12-03 09:01:54
Mobile,
Alabama,
United States
Job type: fulltime
Job industry: Administration
Job description
Gulf Distributing Holdings, LLC
Position Description - Senior Administrative Assistant
Text ADMIN to to Apply!!
Reports to: GDH Senior Staff
Position Objective:
The Senior Administrative Assistant to GDH's Senior Staff is responsible for organizing and coordinating the schedules, travel reservations and other affairs of the Senior Staff.
Responsibilities Include:
- Relationship Management
- Deal effectively with the many contacts of Gulf Distributing, including (among many others) suppliers, customers, vendors, employees
- Solve problems if appropriate. Otherwise inform those who can solve the problem.
- Communicate daily and effectively with appropriate personnel. Keep unresolved issues in the forefront and follow through to successful completion.
- Keep track of all contacts.
- Phone Contact - Handle incoming calls and take messages. Relay messages as necessary
- Answer phone in a very cordial manner.
- Solve the problem if appropriate.
- Route the call to the proper area/person.
- Utilize voicemail when appropriate.
- Keep track of contacts.
- Senior Staff Travel
- Coordinate Senior Staff travel including transportation, lodging, and appointments as requested.
- Maintain accurate records regarding all travel arrangements.
- Prepare itinerary prior to travel with all pertinent information, including times, names, meetings, hotels, FBOs, and phone numbers and addresses of all.
- Filing and Correspondence
- The Senior Administrative Assistant is responsible for all Senior Staff filing systems. This includes properly filing current documents, moving older documents to other storage and purging documents according to Gulf's policy.
- File all paperwork as instructed.
- Assist Executive team in other areas as needed.
- Handle executive mail and correspondence - inbound and outbound.
- Work with in-house legal department to organize, maintain, and update personal and corporate files.
- Maintain office efficiency:
- Maintain and replenish Executive Office supplies
- Anticipate needed supplies
- Verify receipt of supply
- Miscellaneous
- Run various errands.
- Proofread documents as requested.
- Perform receptionist duties.
- Coordinate the timely ordering and delivery of the various holiday and year end gifts that the company makes.
- Maintain calendars for condo units, coordinate repairs, cleaning and other needs of the units.
- Prepare spreadsheets, presentations, and statistical/budget reports as needed.
- Other duties as assigned.
Required Skills:
- Excellent written and verbal communication skills
- Strong attention to detail
- Knowledge of office administration/management, including effective filing and scheduling
- PC literacy including Power Point, Excel and Word
- Sound work ethic
- Trustworthy and able to maintain confidentiality
- Organizationally efficient
- Strong ability to follow through and follow up to ensure completion of tasks
- 3+ years' experience working as a Senior Administrative Assistant or Executive Administrative Assistant.
Text ADMIN to to Apply!!
Equal Employment Opportunity Policy: Gulf Distributing Holdings, LLC is committed to offering equal employment opportunity without regard to age, color, disability, gender, gender identity, genetic information, marital status, military status, national origin, race, religion, sexual orientation, veteran status, or any other legally protected characteristic.