Executive Assistant

EXECUTIVE ASSISTANT

Location: Gaithersburg, Maryland

Job Code: MU0433-M

 

BroadSoft is the world's leading provider of VoIP (Voice over IP) telephony applications software. We have over 200 Operator customers in 44 countries and our solutions are used by 7 of the world's top 10 Operators. Our customer base consists of large to very large service providers and telecommunications carriers, including XO Communications, Korea Telecom, Singtel, Sprint, Telefonica de Espana, Telstra, T-Systems, and Verizon. Our prestigious partners include Ericsson, Alcatel-Lucent, Siemens, Huawei and Samsung Networks. We are growing rapidly and need bright, committed and ambitious individuals to join our team. People like you!  Right now!

 

We are actively seeking an Executive Assistant who will provide administrative and clerical support in order to increase the time that management has available for management level responsibilities.  This individual will handle a wide variety of the clerical and administrative functions for the office as well as be responsible for handling and processing confidential and time sensitive material; will serve as point of contact for department management. The successful candidate must have experience making heavy travel arrangements, both domestic and international. 

 

DUTIES AND RESPONSIBILITIES Manage and route incoming calls and meet and greet office visitors. May answer/screen management calls and arrange conference calls.Maintain management calendar.Coordinate meeting and conference schedules; plan and manage facility events.Make travel arrangements (including domestic and international), provide detailed itineraries; prepare, verify and submit expense reports.Order office supplies as required.Develop and maintain vendor contacts and files. Distribute incoming mail; prepare outgoing mail, packages and deliveries as needed.Compose and format documentation including, but not limited to, letters, proposals, charts and summaries; complete applications, agreements, contracts and license materials for management approval.Create presentations; create and maintain spreadsheets and databases; maintain, generate and file reports.Obtain information for special projects and assignments as requested.Maintain issue-specific files; ensure all filing systems are updated and maintained on a daily and/or weekly basis.Copy and fax documentation as needed.Interface with executive management and their administrative assistants.Work with various Corporate department representatives to determine efficient and effective department forms processing (Accounting, Human Resources, Payroll).Primary point of contact for various vendors (caterers, hotel sales, travel, office supplies).Backup for Receptionist daily for lunch, occasionally for meetings and vacation and other administrative personnel as needed.All other administrative duties as may be required.

 

SKILL AND EDUCATIONAL REQUIREMENTS Power user on MS Office-MS Outlook, Word, Excel, PowerPoint At least 3 years experience supporting multiple individuals (in an administrative assistant role preferred)Post-secondary education preferredMaintain strict confidentiality and adhere to strict confidentiality practices when dealing with personnel and company sensitive informationExceptional Customer Service skills, extremely organized with high attention to detail and qualityExcellent communications skillsMust be able multi-task, prioritize, organize unpredictable/unforeseen workloads including and the ability to resolve occasional conflicting work requests from multiple managersCan deal comfortably with all levels of management and support multiple individuals, personalities and management stylesThrive in a demanding and fast-paced environmentRely on experience and judgment to plan and accomplish goals Has the ability to manage small projects Has strong business acumen and has the ability to complete tasks with minimal supervision Is very comfortable with the Internet Proactively approach management when needing information to complete tasks or seek clarification when uncertain about instructionsWork with management to recognize additional areas where administrative support can be providedProductive and organized in setting appropriate objectives and managing time

 

If this describes you, please apply for the Executive Assistant position on our website at www.broadsoft.com/careers.

 

Please note:  There is no relocation funding for this position.

 

BroadSoft is an equal opportunity employer offering a flexible, energetic working environment with competitive benefits.