Executive Assistant II, Des Moines, Iowa at Aflac in Des Moines, Iowa

Job Description:

Position Summary

The Company
Aflac Group

The Location
Des Moines , Iowa

The Division
Aflac Group / Broker Solutions

The Opportunity
Executive Assistant II

Job Summary

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

Responsibilities

Prepares a variety of sensitive o r 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information according to company policies and procedures; audits files at specific intervals to identify and purge outdated or unnecessary items, and ensures confidentiality of records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

Performs other duties as required

Qualifications

Education & Experience

Minimum Required High School or equivalent

Preferred Bachelors Degree

Minimum Required Four years of administrative support experience, including one year supporting executive-level management

Or an equivalent combination of education and experience

Job Knowledge & Skills

Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) (preferred)

Excellent oral, written and interpersonal communications skills to interact effectively, exercise discretion, judgment, and diplom Prepares a variety of sensitive o acy when dealing with internal and external customers, and senior and executive management

Self-starter