Saving Grace Enterprises is looking for motivated, qualified, detail oriented, and organized individuals to fill the following job openings immediately:
1. Executive Administrative Assistant: This position assists CEO daily. Must be very detail oriented and highly organized. Some tasks this position will handle are as follows:Priorities
- Relieve management of administrative detail, all projects
- Coordinate work flow
- Update and chase delegated tasks to ensure progress to deadlines
- Take initiative in manager’s absence
- Keep projects on schedule
- Maintain procedures manual to ensure consistent performance of routines
Communication
- Compose correspondence/reports for own or manager’s signature
- Arrange essential mail in priority action order for boss
- Check deadlines on incoming requests and put preliminary work in play
- Process replies on own initiative or from bosses’ dictation or notes
- Research, draft or abstract reports
Phone
- Handle all inquiries within my capacity
- Arrange “callbacks” to protect boss’s time
- Provide back-up materials for callbacks
- Route calls elsewhere as needed
- Do phone surveys/inquiries as needed
Appointments/Meetings
- Maintain calendar; ascertain which events require boss’s presence
- Fix commitments to maximize boss’s time efficiency; Allow decision/desk time
- When boss chairs meetings: -Prepare agenda in advance-Arrange meeting facilities
-Act as recording secretary; prepare action minutes
Confidentiality
- Perform to earn boss’s full confidence
- Assure discreet handling of all business
Visitors
- Screen to control interruptions
- Provide back-up data as needed
- Arrange amenities as needed
- As arranged, “rescue” boss from laggards
- Schedule visits away from boss’s area to protect priority/private tasks
Travel
- Arrange travel through internal or outside agents
- Arrange travel cash in advance
- Prepare itinerary, trip file and supplies
- Prepare expense report tools for boss
- Complete expense reports after trip
Data Management
- Improve/tighten storage/retrieval systems
- Update and manage index
Routines
- Update secretarial/clerical desk manual
- Set up “tickler” system
- Set up “exception reporting” system to handle routines without supervision
- Routinely re-order department supplies
- Update mail/phone directories
- Make these available to trainees
Projects
- Handle administrative detail, all projects
- Seek greater role in projects within administrative and other areas of competence
- Seek training on projects outside my range
Supervision
- As required, train and supervise part-time or full-time, paid, or unpaid/volunteer secretarial or clerical staff
2. Shipping manager. In short, the shipping manager position overseas packaging and shipping department. Must be very detail oriented, organized, and have experience with custom product shipping operations.
To apply for either of the above positions, send full resume (including 3 references and date available), salary expectations, and cover letter to:
Saving Grace Enterprises, Inc.
Attn: Human Resources
411 West Pleasant St.
Pleasantville, IA 50225-9780
We do not accept applications via phone or in-person. Only mailed resumes with the above information included will be considered.
