Site Operations Manager/Executive Assistant

Job Description Summary:As an Executive Assistant, you will provide administrative support to the Executive and the team to maximize the Executive's productivity and ensure the efficient operation of the department.Job ResponsibilitiesScreen, direct, and respond to incoming telephone calls and initiate outgoing telephone calls in a professional, timely and confidential manner to ensure customer is satisfied and accurate information is relayed.Conduct meetings in a professional manner and ensure that details of the meeting are appropriately managed.Review financial reports, extra data, perform analysis, and create condensed reports to inform the Executive of pertinent information for all operating Companies.Provide administrative support to Executives, ensuring efficient operation of the department and efficient flow of information.Coordinate/research/format/report/analyze information (of a highly confidential nature) at the direction of the Executive.Act as liaison between supervisory team and outside personnel in order to facilitate communication and maintain efficient operation of the Department.Respond to customer comments/complaints on behalf of the Executive.Maintain the calendar of the team, coordinating and scheduling meetings, seminars and events and ensuring delivery against objectives and efficient time management.Re-prioritize calendar frequently to ensure that higher priority items are dealt with in a timely manner.Sort, distribute, prioritize and appropriately handle incoming paper and electronic mail.Create and maintain a filing system to ensure information is readily available and that sensitive information is appropriately secured.Make travel arrangements and prepare related expense reports following established procedures.Coordinate and prepare various reports and special projects required by position and/or supervisory team to aid in decision making.Proactively investigate, resolve and address inquiries as appropriate.Review and approve and/or redirect legal invoices for the Department within established guidelines.Review and approve expense reports for direct reports of the Executive, within established guidelines.Maintain payroll and employee records for direct reports of the Executive, ensuring that Team Members are appropriately compensated and key HR deadlines are met.Organize Department meetings and events, ensuring that such meetings are well planned and executed smoothly.Create departmental documents and presentations as requested, editing and proofreading for content and impact as appropriate.Maintain confidentiality of all financial, marketing, Team Member and other sensitive information.Coordinate onboarding and orientation of new Corporate Team Members.Ensure positive communication and morale building, including designing and executing monthly lunch and learns, barbecues, celebrations and quarterly newsletter.Oversee management of office space including re-stacking and redesigning space to make it more efficient and effective. PRB