Executive Administrative Assistant

The Executive Administrative Assistant provides high-level administrative support to 2-3 executive leadership team members at Choice. This position requires a high level of professionalism, strategic thinking, discretion, and the ability to handle sensitive and confidential information. The Executive assistant will play a critical role in managing the calendars, schedules and communication liaison to external and internal stakeholders ensuring seamless coordination and effective time management.

Responsibilities

• Maintain and organize the calendars of the assigned executive leaders including scheduling and prioritizing meetings, appointments, and events. Ensure priority items are calendared effectively by "looking through" what Outlook shows and delivering effective results. Take steps to ensure that executive travel plans, even locally between offices, are maximized for items such as quick meetings or luncheons between executives and other key personnel.
• Proactively communicate and coordinate with internal and external stakeholders to schedule meetings, arrange and confirm meeting logistics ensuring all necessary participants are included and well-informed.
• Creation, coordination and distribution of resources and review of materials such as presentations, reports, agendas, minutes, and action items ensuring they are well done and completed timely to meet stated deadlines. Assist with time management by prioritizing tasks, anticipating, and addressing time sensitive issues, identifying potential scheduling conflicts and proposing solutions.
• Facilitate meetings and communication between different departments and teams within the organization. Serve as a liaison between executive leadership and other managers or employees to ensure alignment and execution of organizational objectives. Provide support to executive leadership in their role as leaders, which may include assisting with employee communications, organizing leadership meetings, and participating in discussions or initiatives related to organizational culture and employee engagement. Draft and edit internal and external communications on behalf of the executive leaders and in collaboration with Strategic Communications. This may include memos, speeches, presentations, or other written materials.
• Complete expense reports and manage the process.
• Represent the executive leadership in a professional and polished manner. Interacting with internal and external stakeholders on their behalf, attending meetings or events on their behalf, and ensuring a positive image of the executive leaders within the organization.
• Coordination of travel plans and logistics. Including but not limited to ticketing, reservations, calendar coordination and communication.
• Phone skills that include the ability to listen, understand what they seek and coordinate a response that would be "approximately right" and expediate the process.

Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)