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Executive Secretary - Customer Service Organization Full-time

at Shaw Industries Group, Inc. in Georgia (Published at 17-03-2018)

Job Title

Executive Secretary - Customer Service Organization

Position Overview

The person in this role will provide administrative support to the Director of Customer Service. This person will frequently undertake assignments or projects which will require significant independence, prioritization and decision making with minimal supervision.

Position Responsibilities:

  • Handle incoming and outgoing correspondence including preparation, copying, and distribution.

  • Responsible for preparing and maintaining time sensitive periodic graphs and reports, i.e. calls, orders, hours, etc.

  • Take incoming phone calls from internal and external customers as needed.

  • Prepare presentation materials for initiatives or meetings, as needed.

  • Coordinate and schedule meetings (both off-site and on-site) and all necessary related arrangements.

  • Manage conference room schedules and equipment set-up and coordinate catering of meals for meetings and events.

  • Responsible for coordinating and scheduling travel arrangements to include flight, hotel, and car rental.

  • Maintain and manage reconciliation of P-Card and associated expenses. Prepare and submit expense reports utilizing Shaw’s expense management system.

  • Administration of departmental and organizational financial processes including tracking, reporting, analysis.

  • Procure and maintain supplies through Shaw’s procurement system. Coordinate repair, replacement and purchase of office equipment.

  • File and organize any necessary documents (i.e. compliance with corporate and department guidelines).

  • Administration of confidential and sensitive information, including personnel, financial, and other types of data.

  • Handle customers through professionalism, knowledge, and efforts, by creating an environment in which the customer has confidence.

  • Act as a liaison between management and staff. Provide backup support for other secretarial positions as assigned.

  • Analyze job-related information and make decisions based on previous experience.

Competencies

  • Manage Work

  • Initiate Action

  • Learn & Apply

  • Communicate Effectively

Position Requirements:

  • High School diploma or GED required.

  • 3+ years office/administrative experience; previous secretarial experience preferred.

  • Ability to operate proficiently in a mainframe and PC windows based environment, including spreadsheet, word processing, presentation software, and electronic mail systems required.

  • Experience in Concur and Peoplesoft E-Pro preferred.

  • Demonstrated working with the public in a professional manner.

  • Must be self-motivated and possess good organizational skills.

  • Approach job responsibilities with a professional attitude and communicate well both verbally and in writing as well as demonstrate strong relationship building skills.

  • Excellent time management and organizational skills required with the ability to meet prescribed deadlines.

  • Visibility of work requires attention to detail and discretion with confidential information.

  • Work requires a willingness to work a flexible schedule.

  • Must demonstrate the ability to work confidently and professionally with senior management.

Hours: 8:00am – 5:00pm

Location: Dalton, GA - Building 72 - Corporate Administrative Building

Work Shift

Our Nation’s veterans bring an extraordinary array of skills and training to any position. Shaw actively works to understand how these skills can translate to our job categories. Shaw will consider an applicant’s military service and work experience when determining whether a candidate meets the requirements of a posted job. Shaw values Diversity & Inclusion. We are an Affirmative Action and Equal Opportunity Employer, Veterans & Disabled.



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