Executive Assistant

Title: Executive Assistant

Location: Mansfield, Texas

The Executive Assistant is responsible and accountable for providing a wide variety of administrative support to Senior Vice Presidents. Accountability will be completed with the highest regard for professionalism and consistency with Mouser Values, including attention to detail, accuracy, completeness, timeliness, and confidentiality.

ACCOUNTABILITIES & ESSENTIAL FUNCTIONS

*Analysis of spreadsheets and other forms of data
*Reporting of analyzed data to department management concisely
*Work with management to ensure policies, procedures, and job descriptions are accurate
*Coordinate and follow up with HR and the Senior Executive Assistant on staffing changes
*Tracks open positions for the managers and coordinates with HR
*Performs accounting and record keeping necessary in accordance with negotiated contracts
*Manages contracts and the renewal process with vendors
*Maintains contract records, assuring payment and prompt renewal when applicable
*Monitor department budget using Oracle Fusion and notify management of discrepancies
*Plans and books VIP travel
*Provide effective communication support for management and other staff members by composing/creating, updating/revising, maintaining, proofreading, and distributing information. This may include preparing spreadsheets, presentations, flow charts, and emails.
*Establishes and maintains effective relationships with internal and external contacts, always exhibiting excellent customer service
*Processes departmental purchase orders, invoices, expense reports, and budget information
*Coordinate payment and record keeping of department invoices from outside vendors with Accounts Payable and Finance
*Coordinate with other administrative staff, and participate in corporate events/conferences through planning or assisting as needed
*Maintains department SharePoint pages and all department documents
*Managing an active calendar of appointments to facilitate scheduling of internal and external meetings as needed and as requested
*Facilitate travel arrangements as needed, and as requested by the management staff, while assuring compliance with travel policy, and coordinate with our corporate travel agency
*Assure effective new employee onboarding by working with HR, Security, and Systems to make sure new hires are properly onboarded and ready to work
*Assure effective dissemination of corporate information within the department, including policy changes and bulletins
*Completes special projects and other duties as assigned, with quality results, while adhering to the timeline given by management
*Ensures adequate stocking of office supplies for self and department by reviewing inventory in stock, reviewing needs and by coordinating the placement of orders
*Analysis of spreadsheets and other forms of data. Reporting of analyzed data to department management concisely
*Completes projects and other duties as assigned, with quality results, while adhering to the timeline given by management

SKILLS & CERTIFICATIONS

*Possesses good working knowledge of banking functions and accounting principles
*Skill evaluation: Math 90%, Spelling 90%, Excel 80%, Power Point 70%, typing 50WPM
*Possesses a highly professional demeanor with the ability to maintain strict confidentiality
*Exhibit strong analytical, problem-solving, negotiation, and organizational skills
*Analyzes the impact of decisions before executing
*Basic understanding of accounting and financial principles
*Interacts effectively with individuals and groups inside and outside the organization
*Excellent verbal and written communication
*Intermediate knowledge of MS Office Applications (Excel, PowerPoint, Word, and Outlook)
*Intermediate knowledge of Collaborative Applications (Teams, Zoom, Skype, or Slack)
*Basic knowledge of SharePoint is preferred
*Ability to communicate effectively in all mediums and with all levels of management.
*Detailed and thorough in work habits with multi-tasking ability.

EDUCATION & EXPERIENCE

*Minimum 5 years as an Administrative Assistant or similar position.
*Bachelor's Degree required. In lieu of a degree 10 years of relevant work experience is desired; or an equivalent combination of education and/or experience.
*Basic knowledge of Oracle Fusion

Equal Opportunity Employer, including disability and veterans.

This is a summary of the primary accountabilities and requirements for this position. The company reserves the right to modify or amend accountabilities and requirements at anytime at its sole discretion based on business needs. Any part of this job description is subject to possible modification to reasonably accommodate individuals with disabilities.
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