This role requires outstanding planning, time management, and organizational skills. Superior attention to detail and the ability to meet tight deadlines and juggle multiple requests is critical. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior executives is imperative. A good sense of humor is a must, as is the ability to be flexible and change direction at a moment’s notice.
The ability to work successfully in a team environment and build effective working relationships inside and outside the group is essential.
The ideal candidate will have 1-2 years of experience working in a fast-paced environment, managing multiple complex calendars, planning and organizing events of all sizes, and coordinating domestic and international travel. Will report to several VP’s but may be asked to occasionally support other members of the team.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Act as first point of contact and liaise with Executive Team; will manage correspondence and phone calls on the executive’s behalf and responds independently when possible. Gathers necessary information for executives to return phone calls and reply or redirects calls as appropriate and refers complaints and requests for information or meetings to appropriate person within PGT for resolution.
Manage and maintain multiple, heavy, ever changing calendars and organize meetings and appointments, often controlling access to the executives.
Arrange travel bookings - Creating complete and flawless travel itineraries: cars, flights, trains, dinner reservations, hotel reservations, schedule activities for all business trips – both international & domestic.
Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
Track and file expenses per company procedures
Miscellaneous tasks to support the executives, which may vary from business to personal.
Directs preparation of records such as agenda, notices, minutes, and resolutions for executive and managerial meetings. May attend meetings to take notes and/or furnish information. Administers calendar for conference rooms.
Directs preparation and filing of documents with government entities, as well as coordinates activity and composes documents for product liability legal cases.
Composes and prepares confidential correspondence, reports, and other complex documents.
Acts as custodian and maintains sensitive and confidential documents and records. Retrieves documents and records, as needed, by executives.
QUALIFICATIONS To perform this job successfully, an individual must have exceptional written, verbal, and interpersonal communication skills. An ability to anticipate needs and self-manage priorities. Positive, proactive, problem solver who is forward thinking and have an excellent work ethic. Discretion, integrity and the ability to handle confidential information are key in this role. Grace under pressure, and the ability to switch gears at a moment’s notice. Ability to handle administrative details independently, while exercising good judgment in keeping team members adequately informed. Ability to utilize sound business judgment.
EDUCATION and/or EXPERIENCE
Minimum of High School diploma or GED
Proficient in MS Office (Word/Excel/Outlook)
Proficient in Power Point
Ability to chart and graph data
Specialized secretarial training, and/or progressive secretarial experience a plus
Strong writing and speaking skills with extensive vocabulary
Grammar and punctuation skills
Basic algebra and logic
Exceptional interpersonal skills
Ability to determine appropriate responses to complex issues/situations
Ability to maintain confidentiality
CERTIFICATES, LICENSES, REGISTRATIONS
PHYSICAL DEMANDS/WORK ENVIRONMENT The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Usual office environment with frequent sitting, walking, and standing, and occasional climbing, stooping, kneeling, crouching, crawling, and balancing. Frequent use of eye, hand, and finger coordination enabling the use of office machinery. Oral and auditory capacity enabling interpersonal communication as well as communication through automated devices such as the telephone.
Must be able to work at workstation for extended periods of time
Air-conditioned, smoke-free office environment
Ability to travel occasionally domestically.
Occasional: activity exists less than 1/3 of the time.
Frequent: activity exists 1/3 and 2/3 of the time.