Executive Administrative Assistant

Novitex is a managed services provider in the document outsourcing industry. Through innovations in document processing that include our end-to-end framework, we work with clients to get the right information to the right person — securely — and in a timely manner. Approximately 500 Fortune 500 companies, government entities and AmLaw 200 firms turn to Novitex to develop custom solutions that work toward improving their information-intensive workflows.

Executive Administrative Assistants are vital to the organization of a company's communication. With a strong attention to detail, they will facilitate a variety of tasks to ensure high levels of customer service in a fast paced environment.

• Answer, screen and transfer inbound phone calls
• Receive and direct visitors and clients
• General clerical duties including photocopying, fax and mailing
• Maintain electronic and hard copy filing system
• Retrieve documents from filing system
• Handle requests for information and data
• Resolve administrative problems and inquiries
• Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures
• Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes
• Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities
• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Provides information by answering questions and requests
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Completes operational requirements by scheduling and assigning administrative projects; expediting work results
• Maintains professional and technical knowledge by attending educational workshops; reviewing professiona

You need great people skills, patience and be able to multi-task to be good at this job. Other aspects of your background will include:

• Reporting Skills
• Administrative Writing Skills
• Microsoft Office Skills
• Managing Processes
• Organization
• Analyzing Information
• Professionalism
• Problem Solving
• Supply Management
• Inventory ControlÂ
• Verbal Communication