Temporary Executive Assistant

Job Description

Our client is looking for a Temporary Executive Assistant who will perform administrative duties in support of an Executive Team.

Essential Functions

Administrative

• Provide administrative support for Executive Staff and Officials.
• Plan, coordinate and secure travel arrangements and conference details for Officials and Executives.
• Create and communicate travel packets to Officials.
• Provide in-office support to traveling Executives and Officials, ensuring trip interruptions are minimal, if any.
• Provide superior telephone interactions, engaging with a customer service focus.
• Develop monthly CEO Report to the Board of Directors.
• Prepare CEO expense reports and submit to accounting; submit to external boards and committees for reimbursement as needed.
• Maintain Board expense documents and yearly totals.
• Review all expense reports submitted to executive office ensuring adherence to policy.
• Ensure timely completion, reconciliation, payment and reporting of VISA and expense reports for Executives and Officials.
• Organize, schedule and coordinate meetings and events to include agenda preparation, slide edits and staff communications.
• Create daily agendas for Executive and Administrative huddles to include discussion topics, upcoming due dates and timelines, and project follow-up.
• Process mail and faxes, including sorting, timestamping, prioritizing, and distributing.
• Coordinate Officials and Executives representation at community events.
• Routinely update Executives community activity on EventNet.
• Routinely update Officials’ community activity on spreadsheet.
• Maintain department files, records, filing cabinets, shelves, and meeting rooms.
• Greet, assist, and direct visitors to proper locations.
• Compile, assemble, distribute, and post Committee packages and minutes, adhering to policies and timelines. Attend Committee meetings, provide procedure support, take minutes.
• Manage Executive calendars.
• Administer and maintain Records Management procedures for Executive Department files.
• Monitor, order and distribute department supplies inventory (including office supplies), ensuring executive kitchen is stocked with beverages, snacks, and sundries.
• Independently plan, order and coordinate catering for Executive Department, including menu selection, delivery, and timely set-up and clean-up.
• Create basic and advanced correspondence, reports and slides using Word, Excel and PowerPoint programs.
• Maintain a working knowledge of the presentation and audio/video conferencing technologies in Executive Office meeting rooms.
• Plan and communicate event information and reminders to Staff.
• Manage and support special projects such as: Giants tickets; Random Acts project and others as assigned.
• Appropriately plan and organize projects, anticipating workload, foreseeing obstacles.
• Maintain confidentiality of correspondence, documents, discussions, meetings, and telephone calls.
• Regularly seek opportunities for streamlining workflow, creating efficiencies, and increasing effectiveness of administrative team.
• Manage Net Executive page.
• Renew and/or cancel newspaper and magazine subscriptions.
• Perform Staff meeting duties including, but not limited to, slide presentation, record attendance, and prompt presenters.
  
  

MINIMUM QUALIFICATION: KNOWLEDGE, SKILLS AND ABILITIES

• 5 years of hands on Executive Assistant experience
• Very detail oriented, ability to read a room, professional, polished, friendly, outgoing, confident, not easily intimidated.
• Adept at remaining calm under pressure.
• Ability to work in a fast-paced environment with changing priorities and workflow.
• Ability to independently plan, organize and manage projects through completion.
• Knowledge of principles of business letter writing and report preparation.
• Knowledge of records management principles and procedures including record keeping and filing practices.
• Knowledge of mathematical principles.
• Proficiency in the use of office equipment (computer, voice messaging systems, copier, fax.) and Microsoft Office Suite (Outlook, Excel, Word, PowerPoint), and other database programs.
• Skill in making travel arrangements that include flight, hotel, and car rental.
• Excellent oral and written communication skills; excellent spelling, grammar, and punctuation.
• Excellent organizational skills, and ability to prioritize and successfully manage multiple tasks and deadlines simultaneously.
• Ability to implement and execute assigned tasks with little or no supervision.
• Ability to effectively research data.
• Ability to distinguish and manage confidential material and information.
• Ability to establish and maintain effective working relationships with a diverse group of people.
• Ability and desire to work in a team environment.
• Comfortable with multi-tasking, Flexible work schedule.
  
  

Kavaliro provides Equal Employment Opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Kavaliro is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Kavaliro will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please respond to this posting to connect with a company representative.