JOB SUMMARY :
In this role, the Executive Assistant must be proactive and organized, excel at anticipating needs, managing schedules, and supporting the executive with strategic planning and decision-making. The Executive Assistant must be skilled in written communication, highly detail-oriented, and able to think several steps ahead to ensure smooth day-to-day operations. This role requires a resourceful problem solver who is adept at handling sensitive information with discretion, managing complex calendars, and ensuring the executive is prepared for all meetings and engagements.
ESSENTIAL DUTIES / RESPONSIBILITIES / FUNCTIONS :
Draft, proofread, and edit communications, including emails, reports, and presentations on behalf of the executive.
Prepare concise and well-structured messages for both internal and external recipients, ensuring a professional tone and clarity.Communicate with team members, visitors, and business partners, relaying key information as needed.Calendar, Meeting Coordination and Contact ManagementManage and maintain the executive’s near and long-term complex calendar, organize and maintain contacts list, schedule meetings, and coordinate appointments with careful attention to priorities and potential conflicts.
Organize and prioritize commitments to ensure optimal use of the executive’s time.Anticipate and prepare for upcoming meetings by organizing relevant materials and gathering information to support productive discussions.Serve as the primary point of contact and liaison between the executive and internal departments, external vendors, and leadership teams, ensuring seamless communication, facilitating collaboration between departments to ensure timely progress on shared goals and smooth day-to-day activities.Strategic Support and Decision-MakingAbility to think outside the box, anticipate needs and think ahead, preparing for potential scenarios and providing proactive support to minimize disruptions, and handle tasks that allow the executive to focus on higher priority needs.
Utilize sound judgment to make decisions and solve problems independently when required, ensuring the executive’s time is freed up for strategic priorities.Continually look for better ways to organize the executive and department to improve efficiency, quality, convenience and compliance; and eliminate clutter and administrative inefficiencies.Team PlayerDemonstrates a friendly, warm, and welcoming attitude toward visitors, immediate team members, and colleagues across the Company.
Cultivates trusting relationships by being approachable and willing to assist beyond assigned duties, establishing a reputation as a vital contributor to the Company’s success.Represent the executive, department and Company in a professional and appropriate manner at all times.Travel and Event PlanningCoordinate and book travel arrangements (both domestic and global), including flights, accommodations, and itineraries, ensuring all aspects are accounted for and confirmed in advance.
Anticipate and plan for contingencies to avoid disruptions during travel or meetings.Organize events and offsite meetings as needed, handling logistics and ensuring everything runs smoothly.Ensure all executive travel documents, including passports, visas, and identification, are up-to-date, valid, and accessible for scheduled and last-minute travel needs.Administrative and Operational SupportConduct research, gather and analyze data to provide insights that assist in decision-making.
Organize and maintain files, spreadsheets, records, and documents, ensuring information is easily accessible and up to date.Handle ad-hoc projects as assigned, managing them independently to completion.Track outstanding action items and deadlines on behalf of the executive.Uses graphic design abilities and creativity to prepare and / or finalize presentation / training materials, flyers, announcements, etc.Prepares, obtains approval, distributes and maintains meeting agenda and minutes as requested.Coordinates with IT as needed on behalf of the executive and department for equipment repair and / or replacement.Prepares items for FedEx, ensuring deadlines are met and proof of delivery is received and tracked.Maintains regular and punctual attendance to work.All other duties as assigned.QUALIFICATIONS & SKILLS REQUIRED TO PERFORM JOB DUTIES :
Proven experience as an Executive Assistant or similar role, preferably supporting senior executives.Ability to be self-directed and take initiative.Ability to prioritize work demands and meet deadlines.Exceptional written and verbal communication skills, including proper spelling and grammar.Excellent verbal communication skills, including the ability to speak clearly and positively and handle sensitive and confidential situations.Strong decision-making abilities and the capacity to work with minimal supervision.Excellent computer skills and high level of proficiency in calendaring, scheduling, and document management software (e.g., Microsoft Office).Strong proofreading skills and attention to detail.Handle sensitive and confidential information with the highest level of professionalism and with the utmost discretion, including business strategies and personnel matters.Flexibility to adjust to changing priorities and the ability to anticipate potential challenges.Ability to work in a fast-paced environment, where priorities regularly change, and handle high-pressure situations with poise. Multi-tasking, versatility and adaptability are key.Desire and commitment to invest in self, continue skill development, and knowledge advancement to stay current with trends, tools, etc.EDUCATION AND / OR EXPERIENCE REQUIRED TO PERFORM JOB DUTIES :
4 years of progressively responsible executive administrative related; or any equivalent combination of experience and / or education from which comparable knowledge, skills and abilities have been achieved.Bachelor's degree or equivalent combination of administrative certification / coursework, education, and work experience.CPA / Legal / Accounting Firm experience preferred.PHYSICAL REQUIREMENTS TO PERFORM JOB DUTIES :
Climb stairs, walk / move throughout the building on a variety of surfaces including concrete, tile, wood and carpet.Work mostly indoors in a climate-controlled environment; walk outdoors in breezeways and parking garage as needed to move throughout the building.Stand / remain standing for several hours, up to 2 hours at a time.Sit / remain seated at a computer for up to 8 hours a day, usually 4 hours at a time.Use a telephone, computer with dual monitors, keyboard and mouse for up to 8 hours a day, usually 4 hours at a time.Use general office equipment including copier, fax, scanner, hole-punch, etc., daily.Bend forward, kneel, stoop and / or squat occasionally.Turn and twist frequently.Reach down, forward and overhead frequently.Lift and move boxes or items weighing up to 30 lbs.
