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Executive Assistant to the President and General Manager

Basic Function: The Executive Assistant to the President and General Manager is responsible for providing effective executive-level administrative support to the Carthage Veterinary Service, Ltd (“CVS”) President and General Manager including applying sound business judgment to make timely decisions, prioritizing workloads, utilizing strong written and verbal communication skills to assist the President and General Manager in his/her interactions with internal and external stakeholders, and demonstrating a spirit of teamwork and collaboration across the company.

Duties and Responsibilities:

• Manages the daily, weekly, and monthly schedule of the President and General Manager
• Prepares draft documents, reports, presentations and correspondences for review and/or signature from dictation, handwritten notes, conversation or utilizing independent thought

• Effectively manages, coordinates, routes and tracks inbound and outbound communications (email, telephone and mail)

• Provides the President and General Manager with all required preparatory materials for meetings
• Confers with clients at President’s or General Manager’s request regarding projects
• Schedules and maintains all travel arrangements of the President and General Manager
• Performs initial review of monthly reports for President and General Manager and follows up to ensure compliance

• Conducts research, compiles data, and prepares papers for consideration as requested
• Handles and maintains confidential matters appropriately and with complete discretion
• Files and retrieves documents, forms, records, and reports
• Establishes and maintains complex filing systems
• Performs a variety of administrative duties including but not limited to faxing, copying, filing, scanning, receiving and directing visitors, operating multi-line telephone and voice messaging systems.
• Performs other duties as assigned

Education and Work Experience:

• Requires an Associate Degree in Business Administration or closely related field; Bachelor’s Degree preferred.
• Requires a minimum of 5 years of executive administrative assistance to a President or CEO, or related experience equivalence.

Knowledge and Skills:

• Must be highly efficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Requires outstanding verbal and written communications

• Requires excellent organization and planning
• Demonstrate professionalism in demeanor, appearance, and communication