Executive Assistant/IT Coordinator

Forrest T Jones & Company•Kansas City, MO

10h

About The Position

Forrest T. Jones & Company, Inc., and its affiliates (“FTJ”), provide insurance and insurance related services to clients, corporations, employers and individuals. These services include providing benefits through innovative life and health insurance plans, financial services, and customized insurance products for niche markets. Position Summary Reporting directly to Executive Management, the Executive Assistant (EA)/Information Technology Coordinator (ITC) is responsible for a full range of information management support. The EA/ITC must be creative and enjoy working within an entrepreneurial environment that is both mission and results driven. The EA/ITC must have excellent knowledge and experience with financial / accounting tasks, plus the ability to exercise good judgment in a professional manner in dealing with a variety of situations, possess strong communication, administrative and organizational skills along with the ability to maintain a realistic balance among multiple priorities. The EA/ITC will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and documents of a highly confidential nature with discretion. May independently research and/or analyze information for sensitive and complex projects having a broad impact. Expectations Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response Reviews and prioritizes incoming/outgoing communication and takes appropriate action as needed, schedules meetings/appointments, plans company events, maintains Executive’s appointment schedule by planning/scheduling meetings, conferences, teleconferences and travel Serves as a liaison with staff, vendors and customers as necessary in addition to the ability to maintain effective working relationships with all levels of management and departments Supports administrative tasks and multiple priorities of the Executive ensuring tasks completed in a timely manner Maintains expense reporting for Executive and tracks as it relates to overall budget Manages and implements special projects for Executive Flexible-capable of handling ever-changing priorities Competencies Excellent communication skills (oral, written, as well as listening) with high level of accountability and responsibility Previous experience in invoices’ payment process, creation of credit card expense reporting, department budget maintenance, and interaction with Accounting & Financial team members. Superior grammatical and punctuation skills Superior time management/project skills with abilities to set priorities Dynamic problem solving, adaptability, flexibility, initiative, solid judgment, work under pressure, high energy and maturity to thrive under the administrative challenges of supporting the Executive Entrepreneurial self-starter attitude. Forward thinker, who actively seeks opportunities and proposes solutions Ability to maintain professionalism while negotiating changing priorities in a fast-paced environment Strong business knowledge and analysis skills Strong MS 365 skills (Office – Outlook, Word, PowerPoint, Excel, SharePoint) Possess professional personal presentation; discretion and confidentiality skills commensurate with supporting a senior executive Highly resourceful team-player, with the ability to also be extremely effective independently

Requirements

Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Excellent communication skills (oral, written, as well as listening) with high level of accountability and responsibility
Previous experience in invoices’ payment process, creation of credit card expense reporting, department budget maintenance, and interaction with Accounting & Financial team members.
Superior grammatical and punctuation skills
Superior time management/project skills with abilities to set priorities
Dynamic problem solving, adaptability, flexibility, initiative, solid judgment, work under pressure, high energy and maturity to thrive under the administrative challenges of supporting the Executive
Entrepreneurial self-starter attitude. Forward thinker, who actively seeks opportunities and proposes solutions
Ability to maintain professionalism while negotiating changing priorities in a fast-paced environment
Strong business knowledge and analysis skills
Strong MS 365 skills (Office – Outlook, Word, PowerPoint, Excel, SharePoint)
Possess professional personal presentation; discretion and confidentiality skills commensurate with supporting a senior executive
Highly resourceful team-player, with the ability to also be extremely effective independently
Bachelor’s Degree or equivalent education experience preferred
3-5 years administration experience supporting C-level executives preferred
Good Financial acumen with proved previous experience with financial/budget tools like Concur and Prophix or at least similar tools is required.
Technologically literate and expertly proficient in Personal Computer applications in Windows based products - Microsoft 365 (Office - Excel, Outlook, PowerPoint, SharePoint, and Word).

Responsibilities

Reviews and prioritizes incoming/outgoing communication and takes appropriate action as needed
Schedules meetings/appointments, plans company events, maintains Executive’s appointment schedule by planning/scheduling meetings, conferences, teleconferences and travel
Serves as a liaison with staff, vendors and customers as necessary in addition to the ability to maintain effective working relationships with all levels of management and departments
Supports administrative tasks and multiple priorities of the Executive ensuring tasks completed in a timely manner
Maintains expense reporting for Executive and tracks as it relates to overall budget
Manages and implements special projects for Executive
Flexible-capable of handling ever-changing priorities