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Executive Assistant - 2160 - 501

Job ID: 129054
Job Views: 811
Location: Powell, Tennessee, United States
Zip Code:
Job Category: DeRoyal
Employment Type: Full time
Posted: 08.08.2020

Job Description

SUMMARY: Provides administrative support and administrative services for the Information Technology department.  Requires being accountable for maintaining the confidentiality of all information.


ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.


Acts as a liaison for Sr. Vice President of Information Technology.  Advises internal and external customers on the duties of Information Services and makes referrals to the appropriate personnel.


Manages 2 Receptionists and 1 Mailroom/Shipping Clerk to promote excellent customer
service for our customers, external and internal.


Assumes responsibility for & independently completes projects as assigned.


Independently responsible for preparing internal and external correspondence and various
other required material.


Administers and presents employment policies for the department, including time reporting
and absentee reporting for approximately 30 employees.  Maintains absentee calendars and time and attendance system edits in Ceridian for all department employees.  Tracks personnel paperwork.


Administers and maintains knowledge of all leaves of absences (FMLA, short term disability, long term disability, personal leave, military leave, etc.) for individuals within the IT department.  Tracks all leaves of absence.


Administers the sales force IT Expense Account including approvals and reimbursements.


Evaluates office production, revises procedures, or devises new forms to improve efficiency of work flow.


Coordinates and arranges meetings and conferences for the department.  Coordinates and makes travel arrangements for department employees.


Plans and coordinates employee benefits including team building activities and holiday events.


Completes purchase requisitions, purchase orders, expense reports/Visa and other forms for the department.


Prepares slides, charts, etc. for sales meetings and presentations.


Responsible for Wellness Center expenses and budget including ensuring equipment is
maintained and ordering new equipment.


Develops and maintains budget information for Information Technology departments and tracks budget vs. actual by month.  Initiates cost reduction programs when needed.


Maintains relationship with local office supply vendor.  Operates office supply depot for entire Powell campus.  Purchases and maintains office supplies and equipment for Information Technology.  

Maintains maintenance contracts for hardware and software purchases, tracks, gains approval and ensures payment is processed in a timely manner.


Maintains sales tracing invoices and credit memos on a monthly basis.


Answers telephone and direct calls to the appropriate personnel.


Assists Software Development, IP-Sales, Informatics, ERP Core Team, IT Operations, Document Center and Users Services departments.

Job Requirements

EDUCATION and/or EXPERIENCE: High school diploma or GED with 3 to 4 years related experience or training required.   Bachelors degree preferred.

OTHER SKILLS AND ABILITIES: General experience using the following tools or equipment: fax machine, copier, computer.  Extensive use, proficiency, and experience using Microsoft Word, Excel, and PowerPoint.  Must have excellent organizational skills, the ability to work on multiple tasks simultaneously under limited supervision.  Professional attitude and appearance are a must.  Requires the ability to interact effectively with top management. Excellent phone skills required.

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