Sr. Executive Assistant

Functional Responsibilities:

Administrative Support:

• Serve as the primary administrative support for the Vice President of Facilities Operations
• Maintain schedules, coordinate meetings, and manage communications on behalf of the VP
• Prepare reports, presentations, and other materials as required
• Create purchase orders and process invoices
• Use spreadsheet software to capture and perform basic analysis of operational systems and costs
• Manage projects
• Collaborate with the executive administrative team to provide backup support for other executives during absences or peak workload periods

Event Coordination and Management

• Coordinate onsite events for community partners, ensuring logistics, space usage, and resources align with organizational standards.
• Coordinate the intake process for event requests; partner with internal management for approval of events.
• Manage expense quotes with clients; partner with Finance to support the billing process.
• Collaborate with internal departments to facilitate successful events that meet community needs.
• Oversee and manage the work of an external event planner for revenue-based events, ensuring alignment with organizational goals.
• Partner with Facilities Operations leadership to address and resolve challenges related to facilities usage and event logistics.

Facility Operations Support:

• Provide support for badge management; issue and deactivate badges for staff, vendors and visitors
• Manage and maintain records for facility keys; provide backup access to offices when needed
• Support facility energy management; adjust room temperatures
• Place elevators on bypass if needed

Stakeholder Engagement:

• Foster positive relationships with community partners, vendors, and external planners.
• Serve as a point of contact for event and facilities inquiries, offering exceptional customer service.
• Represent the organization professionally in interactions with all stakeholders.

The above statements are intended to describe the general nature and level of the work being performed by staff assigned to this job classification. This is not an exhaustive list of all duties and responsibilities. Additionally, CAA management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary. QUALIFICATIONS AND REQUIREMENTS

Required Education, Skills and Experience:

• Bachelor’s degree in Business Administration or a related field preferred
• 5 years of administrative support experience required; experience with event management and facilities operations preferred
• Extremely comfortable with technology; expert skill level with word processing, spreadsheet and presentation software; highly competent with specialized software programs
• Outstanding grammar, spelling and punctuation skills; ability to compose complex and professional communications for internal and external audiences
• Highly professional verbal communication with excellent grammar; able to positively represent the Agency with external parties.