Executive Assistant

Position Title: Executive Assistant

Reports To: Chief Executive Officer

Status: Full time, salaried, exempt

Position Summary

The Executive Assistant works as a trusted resource to provide high-level administrative support to the President and other members of the senior leadership team. This take-charge individual organizes all aspects of the President’s work including calendar, travel, meetings, presentations, communications, and business activities. The position also assists with client and relationship responsibilities including managing vendor and client relations and assisting with communication and planning among various stakeholders.

Duties and Responsibilities

• Plans, maintains, and coordinates the President’s calendar, and ensures schedule is followed and respected. Takes appropriate action when internal and external scheduling conflicts occur. Assists in scheduling for other senior leaders.
• Operates at the highest level of confidentiality regarding personnel and financial matters, managing unique situations with discretion.
• Coordinates travel arrangements in a detailed and proactive manner, monitoring for changes and travel disruptions.
• Researches, prioritizes, and follows up on incoming and urgent issues and concerns with e-mail, including those of sensitive or confidential nature to allow for focused decision-making.
• Displays curiosity and interest in understanding our business.
• Organizes meeting notes, tracks progress, conducts follow-ups, solves problems, and provides regular updates to their executives.
• Coordinates all details for internal and customer meetings, such as creating and communicating agendas, preparing and reserving conference space, both on-site and off-site, setting-up presentation and technology needs (screens, microphones, etc.), and procuring and setting up beverages, snacks and meals.
• Collaborates with Human Resources on planning corporate and special events, such as office social events and team building.
• Answers and returns calls on behalf of the President, taking any relevant messages or notes.
• Develops, prepares, writes, edits and publishes Word, Excel, and PowerPoint documents, meeting presentations, reports, and other company communications.
• Responsible for keeping the corporate calendar updated and communicated.
• Prepares Expense Reports and Mileage Reimbursements.
• Welcomes visitors to the office, procuring and setting up beverages, snacks and meals, as well as any necessary reservations.
• Other duties as necessary or assigned.

Position Qualifications

• Bachelor’s degree preferred. Associates degree or equivalent experience and specialized training in computer skills required.
• 3-5 years senior executive administrative experience (3 years in C-suite or Director/VP preferred.
• Local or international travel required 3-4 times per year. Eligibility to travel internally required (valid passport, etc.).

Knowledge, Skills, and Abilities

• Strong experience in executive support at the most senior level, polished communication skills, exceptional attention to detail, good judgment, business savvy and the ability to manage within a dynamic environment, with constantly evolving priorities.
• Demonstrated ability to create professional business correspondence with attention to proper grammar and punctuation, as well as clarity of content.
• Ability to add, subtract, multiply, and divide. Ability to understand and analyze numbers for reasonableness in spreadsheets, presentations, and other data analysis.
• Aptitude to discern, manage and maintain confidential information.
• Exceptional interpersonal skills. Enthusiastic, self-motivated, calm, and effective under pressure; highly collaborative and team oriented.
• Excellent verbal and written communication skills.
• Excellent writing skills.
• Confident communicator.
• Ability to prioritize tasks, balancing short and mid-term needs.
• Planning and organization skills.
• Strong attention to detail.
• Excellent computer skills, including Microsoft Office 365 suite.

Physical Requirements/Abilities (If necessary)

• Majority of the work time is conducted in an office or meeting setting.
• Prolonged periods sitting at a desk and working on a computer.
• Light lifting, standing and limited physical activity.
• Regular walking, typing, reading, and talking is required.
• Up to 3-4 times per year business travel, local and international.

Job Type: Full-time

Pay: $65,000.00 - $85,000.00 per year

Schedule:

• 8 hour shift
• Day shift

Work Location: In person

Salary : $65,000 - $85,000