What are the responsibilities and job description for the Executive Specialist position at HTI?
The Executive Specialist provides high-level administrative and operational support to the CEO, COO, President, and senior departmental staff. This position ensures seamless daily operations by proactively managing complex, confidential tasks and effectively responding to inquiries and communications on behalf of executives. With strong judgment, organizational skills, and experience, the Executive Specialist handles advanced administrative assignments and frequently leads or supports corporate initiatives, contributing to the achievement of organizational objectives.
Essential Job Functions -
Administrative Support
Provide advanced administrative support to top executives with minimal supervision.
Routinely manage written and electronic communications on behalf of executives.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
Handle highly confidential and time-sensitive materials.
Perform standard administrative tasks such as screening calls, scheduling appointments, maintaining filing systems, and coordinating meetings.
Calendar and Travel Management
Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
Proactively manage calendars of supported executives, resolving scheduling conflicts and ensuring accuracy.
Coordinate all aspects of travel arrangements, including preparation, scheduling, and documentation.
Anticipate and prepare materials for conferences, appointments, and meetings.
Communication and Correspondence
Review, prioritize, and streamline incoming mail, correspondence, and other communications and drafting responses on behalf of the CEO.
Prepare professional and visually appealing reports, presentations, and statistical materials as required.
Exhibit excellent phone etiquette, including handling sensitive or challenging calls with professionalism.
Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Project and Initiative Support
Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President or could serve as a project leader or contributor for various corporate initiatives.
Assist in the preparation of detailed reports by gathering, compiling, and analyzing information from multiple sources.
Support organizational goals by coordinating and managing special projects as assigned.
Judgment and Decision-Making
Use considerable discretion and independent judgment to address non-routine situations.
Plan, organize, and schedule work independently within established guidelines.
Exercise initiative in determining the appropriate actions to support executive operations.
Team Support
Assist with various tasks and responsibilities to support the broader team.
Interact with management, senior leadership, board members, clients, and other key stakeholders on behalf of the CEO.
Ensure smooth collaboration and communication within the department and across the organization.
Qualifications, Skills, and Abilities -
Ability to manage multiple projects and priorities effectively.
Demonstrated ability to handle confidential information with tact and professionalism.
Strong verbal and written communication skills, with a persuasive and diplomatic approach.
Exceptional organizational skills and attention to detail.
Ability to perform under pressure and meet tight deadlines.
Advanced knowledge of Microsoft Office programs, including Word, Excel, and PowerPoint.
Ability to exercise discretion and independent judgment in planning and decision-making.
Forward thinker who actively seeks opportunities and proposes solutions.
Education and Experience -
Required :
High School Diploma or equivalent.
Minimum of 2 years of experience providing administrative support to senior management or equivalent roles.
Preferred : BA / BS degree in a related field.
