Hogan Services, Inc.
  • 27-Jun-2018 to 26-Aug-2018 (MST)
  • Sales-HTI/HDS
  • St. Louis, MO, USA
  • Full Time

POSITION SUMMARY

Reporting directly to the Vice President of Sales, the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Vice President of Sales HDS/HTI. Perform duties requiring knowledge of company systems and procedures. Clerical duties may be assigned in accordance with the office procedures; billing, reporting, and office management.  

 ESSENTIAL FUNCTIONS

  • Plan, schedule, and coordinate; travel, executive meetings, appointments and event arrangements.
  • Operate office equipment, such as fax machines, copiers, and phone systems.
  • Review and compare contracts for consistency and accuracy.
  • Send requests to attorney to review customer contracts.
  • Track customer rates, contracts, and various documentation.
  • Review expense reports for accuracy.
  • Complete forms in accordance with company procedures.
  • Generate and send out various weekly and monthly reports.
  • Make copies of correspondence or other printed material.
  • Locate and attach appropriate files to incoming correspondence requiring replies.
  • Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
  • Conduct searches to find needed information, using such sources as the Internet and company operating systems.
  • Redline contracts and send to Sales Representative.
  • Reformat and print financial spreadsheets.
  • Full comprehension of office management systems and procedures.
  • Manage projects and conduct necessary research.
  • Prepare reports and collect financial data.
  • Manage calendar, compose correspondence that may be confidential.
  • Screen calls, document message, and transfer calls to appropriate individuals.
  • Prepare and edit correspondences, reports and presentations.
  • Organize and maintain applicable files and records.
  • Works with CFO, Accounting Department and Procurement Department on administrative projects.
  • Arranges for repairs when equipment malfunctions, orders name plates, and dispensing supplies.
  • Compose quarterly bank letters, as well as mails hard copy to the appropriate contact person.
  • Complete schedule A's.
  • Develop loan document with bank for financing.
  • Order office supplies as assigned.
  • Upload contacts, add data, and run reports out of Salesforce program.

 SKILLS & ABILITIES

Education: High School Graduate or General Education Degree (GED): Required 

Bachelor's Degree (four-year college or technical school) Preferred, Field of Study: Business 

 Experience: 3 plus years of experience in Senior Level Administrative Role 

Ability to multitask and prioritize daily workload

Provide quality customer service

Flexibility and excellent interpersonal skills

Ability to work with all levels of internal management and staff, outside clients and vendors

Sensitivity to confidential matters 

Computer Skills: Advanced skills with Microsoft Office including; Word, Outlook, Excel and PowerPoint. Salesforce program experience.  

Other Requirements: Excellent verbal and superior writing skills are essential. High level of professionalism and demonstrated ability to handle confidential matters. Strong organizational skills, attention to detail and ability to prioritize multiple tasks.

Hogan Services, Inc.
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