Major Company in Pittsburgh in Business since 1947 is seeking a Personal Assistant to President & CEO
This is a Full Time position, hourly pay with possible weekly overtime.
Send resume to thomas.jensen@diskriter.com
Must be able to work overtime weekly
PLEASE READ THE COMPLETE POSTING.
GENERAL SUMMARY:
The Personal Assistant to President & CEO performs administrative, office support activities and personal assistant activities for the President and CEO. Local travel by automobile is required. The Personal Assistant is to perform job responsibilities in a timely fashion, personally represent the Company and uphold its standards, adhere to all Diskriter Policies and Procedures and assist in setting the standards of excellence for service and support in the HIM Industry.
CORE JOB COMPETENCIES:
Fostering Innovation:
Initiates and responds to change positively; recommends creative improvements in workflow; applies out-of-the-box thinking; focuses on doing the right things as well as doing things right to accomplish strategic objectives.
a. Is proactive with regard to obtaining and disseminating information.
b. Conducts appropriate follow-up to ensure clear
communication.
c. Adheres to Companies policies and procedures
Collaborative Team:
Works as part of a team to achieve high performance, quality outcomes and Company/account goals and objectives.
a. Provides administrative support to other departments as directed by immediate supervisor.
b. Overtime (when necessary)
c. Flexibility
3. Accountability for Positive Outcomes:
Takes personal responsibility for meeting and exceeding goals and standards; seeks opportunities for continuous improvement; assumes responsibility for errors and learns from them.
a. Manages time well in order to accomplish assigned tasks.
b. Demonstrates organizational skills.
4. Valuing Others:
Creates an atmosphere of accepting all others; treats co-workers with dignity and respect; builds positive, productive work relationships.
a. Peers
b. Management
5. Time Management:
Maintains good attendance and punctuality. Adheres to pre-approved work schedule
a. Works assigned shift.
b. Does not deviate from assigned shift without requesting approval.
c. Strives to be punctual.
ESSENTIAL JOB FUNCTIONS:
1. Personal Assistant Function
1. a. Make personal travel arrangements as instructed.
1. b. Conduct household purchasing including grocery shopping, domestic products, etc.
1. c. Make certain that all dry cleaning, laundry, tailoring, and general repairs are completed by appropriate personnel
1. d. Manage and coordinate all household staff and external contractors in daily/weekly schedules and tasks; including part-time maid/cook, part-time maintenance worker/driver, etc.
1. e. Maintain personal files.
1. f. Place order for food for CEO and receive it.
1. g. Handle personal travel arrangements.
2. Meetings/Presentations/Events/Projects/Travel
2. a. Schedule meetings and prepare appropriate documents.
2. b. Attend events, meetings, seminars, conferences as the CEO's representative
2. c. Organize small company events, i.e. venues and catering
2. d. Plan, organize and manage events.
2. e. Manage projects.
2. f. Organize travel and prepare complex travel itineraries and trip file for business travel.
2. g. Coordinate and oversee the completion of special projects as needed.
2. h. Schedule commitments to maximize the CEO's time efficiently.
2. i. Commissioning work on the CEO's behalf.
2. j. Manage a budget.
3. Correspondence/Communication
3. a. Prepare correspondence on the CEO's behalf.
3. b. Manage the CEO's electronic diary.
3. c. Read, monitor and respond to the CEO's emails as needed.
3. d. Maintain paper and electronic files.
3. e. Answer telephone calls, take accurate messages, screen/direct telephone calls in a professional manner and handle queries.
3. f. Taking dictation
3. g. Writing minutes.
3. h. Maintain confidentiality.
3. i. Act as CEO's liaison to staff, clients, etc.
3. j. Take initiative on requests and inquiries of administrative nature.
3. k. Competently deal with situations in the absence of the CEO.
4. Clerical Functions
4. a. Typing documents
4. b. Sourcing and ordering stationery and office equipment.
4. c. Manage and review filing and office systems
4. d. Manage most aspects of day-to-day office functions.
4. e. Ensure a neat and orderly office environment.
4. f. Maintain the office supply inventory and order additional supplies as needed.
4. g. Send important faxes, mail or letters.
4. h. Receive couriers, packages and mail.
4. i. Maintain business related material, confidential records and important office files.
4. j. Arrange for placement of office equipment as needed.
4. k. Manage and prioritize multiple tasks that have been assigned.
4. l.. Lifting/moving supplies and materials as needed.
5. Research/ Reports/ Presentations
5. a. Conduct a variety of internet research functions as directed.
5. b. Prepare reports and /or applications as required.
5. c. Writing reports and executive summaries.
5. d. Preparing presentations.
REQUIRED KNOWLEDGE, SKILLS, TRAINING, AND ABILITIES:
1. Reporting and administrative writing skills.
2. Ability to analyze information.
3. Proficiency with Microsoft Office, Word and Excel software.
4. Ability to work independently with minimal supervision.
5. Ability to work under pressure with time constraints.
6. Ability to concentrate.
7. Excellent listening and communication skills.
EDUCATION AND EXPERIENCE:
1. Minimum education level: High School Diploma. Associate Degree preferred.
2. Two years recent work experience preferred.
This is a Full Time position, hourly pay with possible weekly overtime.
Send resume to thomas.jensen@diskriter.com
Must be able to work overtime weekly
PLEASE READ THE COMPLETE POSTING.
GENERAL SUMMARY:
The Personal Assistant to President & CEO performs administrative, office support activities and personal assistant activities for the President and CEO. Local travel by automobile is required. The Personal Assistant is to perform job responsibilities in a timely fashion, personally represent the Company and uphold its standards, adhere to all Diskriter Policies and Procedures and assist in setting the standards of excellence for service and support in the HIM Industry.
CORE JOB COMPETENCIES:
Fostering Innovation:
Initiates and responds to change positively; recommends creative improvements in workflow; applies out-of-the-box thinking; focuses on doing the right things as well as doing things right to accomplish strategic objectives.
a. Is proactive with regard to obtaining and disseminating information.
b. Conducts appropriate follow-up to ensure clear
communication.
c. Adheres to Companies policies and procedures
Collaborative Team:
Works as part of a team to achieve high performance, quality outcomes and Company/account goals and objectives.
a. Provides administrative support to other departments as directed by immediate supervisor.
b. Overtime (when necessary)
c. Flexibility
3. Accountability for Positive Outcomes:
Takes personal responsibility for meeting and exceeding goals and standards; seeks opportunities for continuous improvement; assumes responsibility for errors and learns from them.
a. Manages time well in order to accomplish assigned tasks.
b. Demonstrates organizational skills.
4. Valuing Others:
Creates an atmosphere of accepting all others; treats co-workers with dignity and respect; builds positive, productive work relationships.
a. Peers
b. Management
5. Time Management:
Maintains good attendance and punctuality. Adheres to pre-approved work schedule
a. Works assigned shift.
b. Does not deviate from assigned shift without requesting approval.
c. Strives to be punctual.
ESSENTIAL JOB FUNCTIONS:
1. Personal Assistant Function
1. a. Make personal travel arrangements as instructed.
1. b. Conduct household purchasing including grocery shopping, domestic products, etc.
1. c. Make certain that all dry cleaning, laundry, tailoring, and general repairs are completed by appropriate personnel
1. d. Manage and coordinate all household staff and external contractors in daily/weekly schedules and tasks; including part-time maid/cook, part-time maintenance worker/driver, etc.
1. e. Maintain personal files.
1. f. Place order for food for CEO and receive it.
1. g. Handle personal travel arrangements.
2. Meetings/Presentations/Events/Projects/Travel
2. a. Schedule meetings and prepare appropriate documents.
2. b. Attend events, meetings, seminars, conferences as the CEO's representative
2. c. Organize small company events, i.e. venues and catering
2. d. Plan, organize and manage events.
2. e. Manage projects.
2. f. Organize travel and prepare complex travel itineraries and trip file for business travel.
2. g. Coordinate and oversee the completion of special projects as needed.
2. h. Schedule commitments to maximize the CEO's time efficiently.
2. i. Commissioning work on the CEO's behalf.
2. j. Manage a budget.
3. Correspondence/Communication
3. a. Prepare correspondence on the CEO's behalf.
3. b. Manage the CEO's electronic diary.
3. c. Read, monitor and respond to the CEO's emails as needed.
3. d. Maintain paper and electronic files.
3. e. Answer telephone calls, take accurate messages, screen/direct telephone calls in a professional manner and handle queries.
3. f. Taking dictation
3. g. Writing minutes.
3. h. Maintain confidentiality.
3. i. Act as CEO's liaison to staff, clients, etc.
3. j. Take initiative on requests and inquiries of administrative nature.
3. k. Competently deal with situations in the absence of the CEO.
4. Clerical Functions
4. a. Typing documents
4. b. Sourcing and ordering stationery and office equipment.
4. c. Manage and review filing and office systems
4. d. Manage most aspects of day-to-day office functions.
4. e. Ensure a neat and orderly office environment.
4. f. Maintain the office supply inventory and order additional supplies as needed.
4. g. Send important faxes, mail or letters.
4. h. Receive couriers, packages and mail.
4. i. Maintain business related material, confidential records and important office files.
4. j. Arrange for placement of office equipment as needed.
4. k. Manage and prioritize multiple tasks that have been assigned.
4. l.. Lifting/moving supplies and materials as needed.
5. Research/ Reports/ Presentations
5. a. Conduct a variety of internet research functions as directed.
5. b. Prepare reports and /or applications as required.
5. c. Writing reports and executive summaries.
5. d. Preparing presentations.
REQUIRED KNOWLEDGE, SKILLS, TRAINING, AND ABILITIES:
1. Reporting and administrative writing skills.
2. Ability to analyze information.
3. Proficiency with Microsoft Office, Word and Excel software.
4. Ability to work independently with minimal supervision.
5. Ability to work under pressure with time constraints.
6. Ability to concentrate.
7. Excellent listening and communication skills.
EDUCATION AND EXPERIENCE:
1. Minimum education level: High School Diploma. Associate Degree preferred.
2. Two years recent work experience preferred.