Providing administrative support and reception services in a tax consulting firm located in Mülheim an der Ruhr. Managing office organization and communication while ensuring client satisfaction.
About the role
- Executive Assistant at Aflac managing correspondence and supporting executives in their daily operations. Providing administrative support while maintaining effective communication and organizational systems.
Responsibilities
- Organizes flow of work by reviewing correspondence and determining the importance of such before distributing to executives or redirecting to the appropriate management team for feedback or response
- Answers questions and furnishes information to keep executive’s time free of minor detail work
- Prepares a variety of sensitive or routine correspondence on own initiative from drafts or verbal instruction, such as memos, letters, articles, reports, proposals, charts, etc.; prepares and processes routine forms, documents, requisitions, purchase orders, transmittal forms, etc., following standard procedures and responds to inquiries
- Serves as a liaison between executives, managers, and visitors as required; reviews requests, schedules appointments, and resolves problems requiring in-depth knowledge of company policies and procedures and projects in progress
- Receives, screens, and routes incoming telephone calls, places calls, receives visitors, arranges appointments, and maintains the executive calendar
- Coordinates travel arrangements and schedules meetings, prepares agendas and materials for presentations, and takes and prepares meeting minutes
- Maintains inventory levels of office supplies and initiates purchase orders as necessary
- Reconciles invoices and maintains current expense and balance records against budgeted dollars
- Provides administrative assistance to the management team by compiling data for and developing the department’s budget
- Submits travel and other expenses for payment or reimbursement
- Maintains effective and accurate filing systems that provide a quick reference database of records, including but not limited to, staff personnel records, time sheets, statistical and financial reports that show the department’s accomplishments, productivity levels, operating cost, etc.
- Releases information according to company policies and procedures; audits files at specific intervals to identify and purge outdated or unnecessary items, and ensures confidentiality of records
- Provides administrative support related to the operational functions of the department and assists with the training and development of subordinate secretaries and other administrative staff
- Support leadership team through coordinating divisional/departmental meetings and events as well as supporting company events including Employee Appreciation Week, holiday celebrations, etc.
Requirements
- High School Diploma or Equivalent
- 3 years of administrative support experience
- Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) (preferred)
- Excellent oral, written and interpersonal communications skills to interact effectively, exercise discretion, judgment, and diplomacy when dealing with internal and external customers, and senior and executive management
Benefits
- medical, dental, and vision coverage
- prescription drug coverage
- health care flexible spending
- dependent care flexible spending
- Aflac supplemental policies (Accident, Cancer, Critical Illness and Hospital Indemnity offered at no costs to employee)
- 401(k) plans
- annual bonuses
- opportunity to purchase company stock
- 11 paid holidays
- up to 20 days PTO to be used for any reason
- state-mandated sick leave (Washington employees accrue 1-hour sick leave for every 40 hours worked) and other leaves of absence
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