Executive Assistant

Responsible for providing administrative and business support to a member of the Executive Team.  This includes scheduling appointments and managing the Executive’s calendar, travel engagements, tracking of the division’s expenses against budget allocations, and preparing materials for meetings, Committees, and Board meetings. Executive Assistants develop an understanding of the Division’s responsibilities and intellectual curiosity within the division’s technical knowledge to contribute towards the achievement of the division objectives.  The position interacts extensively with external stakeholders including senior leadership, and internal executives, peers and team members and effectively builds and manages interpersonal relationships and all levels of the organization.   Position Description Provides outstanding and timely administrative support to the Executive and the Division by applying independent judgment and decisions within established guidelines.  Performs a full range of administrative services, including clerical duties, maintaining daily schedules, making appointments, planning and arranging meeting logistics and invitations, coordinating the preparation of advance agenda material and presentations for meetings. Acts as the budget liaison for the division, organizing logistical activities to prepare, administer and track budget and expenses and developing an understanding of its components to monitor, discuss and clarify variances in support of the Executive. Develops in-depth understanding of the division’s work and supports their objectives.  Conducts research, prepares reports and presentations, handles information requests for the Executive and their division.  Maintains continuity of office in the executive's absence; maintains responsibility for the critical organization, prioritization, scheduling and updating dashboards for the division. In collaboration with other Executive Assistants, develops administrative processes to ensure the efficient operation of the organization and its divisions, and serves as a resource to provide guidance and development for administrative staff across the organization.  Provides backup for other administrative/executive assistants as needed. Assumes responsibility for Division specific duties and requirements as directed by the Executive and based on the Division needs, including but not limited to special projects, facilitating internal communications, training other staff, vendor or program coordination, and policy/procedures maintenance. Position Qualifications Required: Associates degree required; Bachelor’s degree in related field preferred.   Experience  6 years of experience in administrative support roles required with at least 2 years providing executive-level administrative preferred. Experience with budget tracking and coordination, preparing and crafting presentations. Experience working with and troubleshooting various mediums of technology, including Smartphones, tablets, and laptops. Inherent curiosity for learning and finding solutions within the supported division. Extremely proficient with Microsoft Office suite with the ability to learn new or updated software. Strong project and time management skills, budget tracking and management. Strong written and oral communication skills with the ability to communicate professionally within all levels of the organization. Ability to work well both in a team environment as well as, prioritize, plan and carry out responsibilities independently with minimal supervision Ability to apply considerable judgment, tact, and ability to perform duties in a confidential manner. Ability to problem solve, perform multiple tasks successfully in a fast-paced environment or where priorities evolve quickly Customer service-oriented approach to responding to members and staff. Physical Requirements Job is generally performed sitting, talking and hearing, using hands to type, file, handle or feel. The employee frequently reaches out with hands and arms. Visual acuity to use a keyboard, prepare and analyze data and figures; transcribing, viewing a computer terminal; extensive reading. May exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force to constantly move objects. Work Environment Work is regularly performed in a professional office environment and routinely uses standard office equipment.