Executive Administrative Assistant

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Our team is expanding, and we want to hire the most talented people we can. Continued success depends on it! Once you've had a chance to explore our current open positions, apply to the ones you feel suit you best and keep track of both your progress in the selection process, and new postings that might interest you!

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Job Summary

The Executive Assistant to the Executive Team is tasked with optimizing the Executive Team’s daily global business operations by efficiently managing administrative responsibilities. This role demands a high level of professionalism and diplomacy in interactions with a wide array of stakeholders, including but not limited to company officers, department managers, external executives, customers, vendors, employees, community leaders and legal counsel.

Key Attributes

• Problem solver. Being able to solve problems through critical and analytical thinking for decisive action.
• Team player. Have team-oriented experience and approach.
• Responsive. Represent the company and the Executive Team in a positive light through great follow-through skills and sound judgment.
• Organized. Manage the incredibly complicated schedules of the Executive Team, which means planning meetings and all travel details. A high level of organization is necessary to weave meetings and travel into the rest of the daily schedule of duties.
• Planner. Excellent time management skills; proven ability to meet deadlines.
• Discrete. Demonstrate ability and temperament to work with sensitive materials and information, some that could have significant legal or operational impact if mishandled.
• Service focus. Dedicated to meeting the Executive Team’s needs by maintaining effective relationships with interested parties.
• Self-motivated. The Executive Assistant must anticipate needs and spot problems that need solving and work that must be completed before being told to do it.
• Assertive. Navigate challenging situations effectively and professionally.
• Growth-minded. Must be able to accept feedback and not be afraid of a misstep knowing that being in a constant state of learning and pursuing excellence is more important than avoiding failure.
• Adaptable. Be able to adapt to a changing landscape. Travel plans change, meetings fall through, information is needed yesterday. At that high level, they must be ready to shift gears or make quick decisions if a situation calls for it.
• Accessible and Flexible. Adtran is a global company. Be responsive to emails/texts/phone calls within various time zones. Accommodate flexible hours as dictated by the needs of business for projects and meetings.
• Professional. Professional demeanor, in all interactions and in both appearance and communication.
• Committed to excellence. Perform duties at the highest level possible on a consistent basis.
  
  

Daily Responsibilities

• Scheduling. Manage the Executive Team’s calendars, schedule and prepare for meetings, and coordinate travel.
• Event and Meeting Planning. Plan and organize events such as meetings, conferences, training events, speaking engagements, business dinners, etc., including preparing all information, taking notes, and conducting follow-up as needed.
• Reports. Including expense reports as well as reports the Executive Team needs to stay on top of information required to do his/her job.
• Administration and Office Management. Includes everything from managing petty cash, processing mail, or even replenishing or tracking supplies needed in the office. Light bookkeeping duties may be included.
• Communication. Responding to email and managing the Executive Team’s inboxes. Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Technical skills. Able to use (or quickly learn to use) the various tools necessary for document creation, file management, meetings, communication, and archiving.
• Support. Serve as back-up to the Executive / Personal Assistant to the CEO.
• Other duties. Complete ad hoc projects as assigned.
  
  

Qualifications

• Bachelor's degree in business administration or relevant field
• 8-12 years of executive administrative support at a C-level
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, & Outlook)
• Must possess exemplary verbal and written communication skills
• Ability to work autonomously with a comprehensive level of organization to efficiently manage all scheduling, documentation, and meeting requirements of the executive staff
• Ability to handle sensitive information with the utmost confidentiality and discretion