Executive Administrative Assistant, Administration

BioBridge Global•San Antonio, TX

About The Position

Responsible for providing administrative and logistical support and coordination to the assigned C ‐ Suite and Executive Officer staff. This includes the day to day preparation of business correspondence, arrangements for meetings, coordinating schedules and various projects within the Administrative Office. This position reports directly to the Office Manager. Commit to and abide by the character of BioBridge Global’s Core Values of Accountability, Stewardship, Pioneer, Integrity, Respect and Excellence (ASPIRE). Support, communicate and reinforce the mission and vision of the enterprise. Provide world class customer service by capturing and being responsive to the voice of the customer (internal or external, including donors for select positions) through multiple feedback channels in order to resolve issues and drive satisfaction in accordance with the BBG customer engagement, feedback, and complaint processes. It is essential that the incumbent have a valid driver's license and be at least 18 years old with a good driving record to meet organization driving standards.

Requirements

Requires a high school diploma or general equivalency diploma.
Texas Operators Driver’s License
Requires three or more years of administrative assistant work experience.
Must have previous work experience with Microsoft Office, to include Outlook, Word, Excel, and PowerPoint.
Must acquire a working knowledge of all administrative aspects of the Executive Office.
Must be proficient in all aspects of business and financial management.
Must have a dynamic knowledge of office automation to include various computer software programs and spreadsheets, such as PowerPoint, Excel, Word, and graphic applications.
Must be highly skilled with the following applications: MS Word, MS Excel, MS Visio, and MS PowerPoint.
Must interact professionally with internal and external customers by phone, email, and in person.
Must have excellent verbal and written communication skills to include grammar, spelling, and punctuation.
Must be able to write legibly.
Must be capable of operating motor vehicles in all types of weather conditions.
Must be proficient in advanced MS Excel to include the creation and maintenance of complex spreadsheets including charts/graphs.
Must be a self ‐ starter and self ‐ directed worker.
Must be able to answer telephone in a courteous manner.
Must be able to keep information confidential.
Must be able to multi ‐ task in a fast ‐ paced work environment and perform multiple requests simultaneously while maintaining quality and accuracy.
Must be neat in appearance and well groomed.
Must be professional, detail oriented, self motivated, innovative, creative, assertive, organized, communicative, and have the ability to work independently.
Must maintain a good working rapport with co ‐ workers.

Responsibilities

Provide world class customer service by capturing and being responsive to the voice of the customer (including donors) through established feedback channels in order to resolve issues and drive satisfaction in accordance with the BBG customer engagement, feedback, and complaint processes.
Assist, plan and organize the daily operations of Executive Officers and other management as assigned.
Coordinate communication and schedule appointments on behalf of the Executive Officers and other management as assigned.
Perform typing and transcription duties to support the Executive Officers to include transcription and editing of meeting minutes.
Compose routine correspondence.
Answer telephones, take messages, make referrals, and direct incoming calls appropriately.
Make travel arrangements for the Executive Officers or others as assigned.
Assist with the development of administrative documentation and establish/ maintain files and records.
Sort and distribute incoming mail and prepare outgoing mail daily.
Coordinate and assist the Executive Officers with arrangements and preparations for meetings, conferences, meals, and special events.
Coordinate travel and lodging arrangements as instructed.
Monitor inventory of departmental supplies and re ‐ order in a timely manner.
Attend meetings, seminars, and other events as required.
Maintain a close working relationship with the Executive Officers, administrative staff, management, and co ‐ workers.
Abide by all Standard Operating Procedures (SOPs) and company policies.
Assist and perform the duties of other administrative co ‐ workers in the event of their absence.
Performs other duties as assigned.
Assist other departments with clerical support as needed.