Executive Administrator

Overview

The Executive Administrator (EA) performs a variety of duties to provide administrative support to the President & CEO and supports other members of the Executive Leadership Team as needed. The EA also supports Corporate Governance processes.

Responsibilities

Serve as the Executive Assistant to the President/CEO and other Executive Officers as needed

• Support Corporate Paralegal in performance of Corporate Governance, Legal, and other Management tasks & projects; conduct special projects as directed.
• Perform calendar & contact management for the President/CEO; Coordinate and arrange on-site and off-site meetings, prepare and compile agendas and meeting materials, evaluate, reserve and prepare facilities, send reminders.
• Serve as primary contact with Marketing for event coordination, and support event execution.
• Evaluate and coordinate conference and meeting needs for Executive Management and Board of Directors, including off-site meetings.
• Order and organize Board lunch and dinners, and snacks/lunches for other management.
• Track, maintain and process expense reports for CEO, and other executives as requested.
• Draft and prepare outgoing mail and correspondence; distribute incoming mail
• Draft, review, edit, and proof correspondence and other written materials for review by the President/CEO and Executive Management.
• Act as initial contact person for both internal and external customers that are requesting to speak with the President/CEO; Identify needs and coordinate with the appropriate personnel in other departments to present the final resolution to the customer.
• Take notes for monthly Executive Leadership Team meetings and develop and implement follow-up/action plans. Take notes for project or management meetings upon request.
• Track and assist with completion of internal assignments to CEO such as training, required IT updates, and human resources tasks.
• Handle confidential correspondence and exercise a high degree of discretion and initiative.
• Develop and implement processes and procedures to continually improve the efficiency and effectiveness of assigned responsibilities.
• Perform routine administrative tasks including filing, photocopying, scanning documents, and ordering supplies.

Serve as a Diligent Board Portal Administrator

• Coordinate with Corporate Paralegal, Chief Legal and Risk Officer, Senior Management, and internal Diligent Administrators to ensure all Board and committee books are prepared and delivered accurately and timely.
• In collaboration with Corporate Paralegal, coordinate user, committee, and access updates with Diligent Account Manager.

Qualifications

Education and Experience

• High School Diploma or equivalent required; Bachelor’s degree in business or related field preferred.
• Minimum 1-2 years’ previous experience as an executive or senior administrative assistant, office manager, or similar responsibilities required.
• Minimum 2-3 years’ experience with Microsoft office applications – primarily Outlook, Word, and Excel required; PowerPoint and Diligent Board Books a plus.
• PA Notary preferred.

 Skills and Competencies

• Forward thinking and strong problem-solving skills; Critical thinking skills, using logic and reasoning to identify the strengths and weakness of alternative solutions, conclusions, or approaches to problems.
• Good organization and time management skills; Ability to multitask while supporting several managers and multiple projects, including enterprise-wide efforts.
• Ability to adapt to changes in the work environment, manage competing demands and deadlines, and deal with frequent change, delays, or unexpected events.
• Ability to work independently and as part of a team, self-motivation, initiative, flexibility, and a positive attitude.
• Ability to learn new techniques, keep accurate records, follow instructions, and comply with company policies.
• Excellent interpersonal Skills; Capacity to work with other employees and the public and present a friendly, positive demeanor.
• Ability to handle confidential matters with professionalism.
• High level of attention to detail and accuracy.
• Strong written and oral communication skills.
• Business writing skills required.
• Ability to work with a diverse group of professionals.