Assistant to the President

Please no phone calls and we request no solicitation from staffing agencies or placement firms. No telecommuting or outsourcing Spherexx is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of age, color, disability, gender, national origin, race, religion, sexual orientation, veteran status, or any classification protected by federal, state, or local law.

Drug test and background screen required. 


Location(s) Tulsa, OK
Employment Type Permanent
Job Listed 04-Mar-2016
Job Description

Job Details:

Performs administrative duties exclusively for the President of the company. Responsibilities are outlined in the bullet list below. Requires strong computer and internet research skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Candidates MUST HAVE excellent writing and communication skills. Must be able to type at least 65 words per minute accurately. Must have high level of skill with Outlook, Excel and Powerpoint. Not an entry level position - you will need some business experience to apply for this opening.

Priorities

  • Relieve management of administrative detail, all projects
  • Coordinate work flow
  • Update and chase delegated tasks to ensure progress to deadlines
  • Take initiative in manager's absence
  • Keep projects on schedule
  • Maintain procedures manual to ensure consistent performance of routines
  • Review financial reports with President with action item notes
  • Assist President in sales follow-up as our President is part of the sales team

Communication

  • Compose correspondence/reports for own or President's signature
  • Arrange essential mail in priority action order for President
  • Check deadlines on incoming requests and put preliminary work in play
  • Process replies on own initiative or from President's dictation or notes
  • Research, draft or abstract reports

Phone

  • Handle all inquiries within my capacity
  • Arrange "callbacks" to protect President's time
  • Provide back-up materials for callbacks
  • Route calls elsewhere as needed
  • Do phone surveys/inquiries as needed

General

  • Appointments/Meetings
  • Prepare agenda in advance
  • Arrange meeting facilities
  • Act as recording secretary; prepare action minutes from meetings

Confidentiality

  • Perform to earn boss's full confidence
  • Assure discreet handling of all business
  • Ability to separate themselves from co-workers in order to be impartial

Visitors

  • Screen to control interruptions
  • Provide back-up data as needed
  • Arrange amenities as needed
  • As arranged, "rescue" President from laggards
  • Schedule visits away from President's area to protect priority/private tasks

Travel

  • Arrange travel through internal or outside agents
  • Arrange travel cash in advance
  • Prepare itinerary, trip file and supplies
  • Prepare expense report tools for President
  • Complete expense reports after trip

Data Management

  • Improve/tighten storage/retrieval systems
  • Update and manage index

Routines

  • Set up "tickler" system for sales follow-up for President
  • Set up "exception reporting" system to handle routines without supervision
  • Routinely evaluate HR compliance with President & Staff One
  • Update mail/phone directories
  • Transcribe audio recordings of meetings to digital written text on an as needed basis

Projects

  • Handle administrative detail, all projects
  • Seek greater role in projects within administrative and other areas of competence
  • Training and research on projects

Supervision

  • Study and review company or department procedures
  • Recommend management action to improve standard operating procedures. Present comparisons on costs, risks, and benefits
  • Develop and test new procedures
  • Oversee HR compliance (Spherexx will train you)
  • Take initiative on requests and inquiries of administrative nature

Experience & Skillsets Required:

  • Excel, Outlook, Word and Powerpoint with a high level skillset in all these programs
  • Has mastered routine elements of practice area skills, professional skills and knowledge of company operations
  • Manage contracts and work with our attorney to update contracts as needs arise.
  • Uses initiative and discretion in accomplishing routine assignments with minimum supervision
  • May assist our attorneys in litigation management & proactive risk management to keep us out of litigation
  • Effective planning, problem solving and analytical skills, ingenuity, judgment and administrative skills
  • Promotes a moral end positive work ethic through personal commitment and leadership
  • Formulate and evaluate plans, work processes and decisions from a cost-benefit and/or legal point of view
  • Identify patterns and trends to recognize potential problems
  • Coordinates personnel & company resources in compliance with Human Resource related labor laws
  • Must be able to type 65 words per minute

To apply, please send your resume AND salary requirements




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