Job Description

Position Summary:

The Executive Assistant is responsible a broad range of duties for the Executive Leadership team. Managing complex scheduling, detailed travel itineraries, provide proactive support to Executive Leadership, preparing agendas and meeting materials, process expense reports and assist in executing complex and sensitive projects. Exercises frequent independent judgment, makes administrative decisions (within agreed upon limitations) and takes action on behalf of executive based on knowledge of organization policies, practices, personnel & corporate activities.

Essential Job Functions:

• Carry out the administrative affairs of the, including organizing, planning and follow-through for all day-to-day activities
• Determine priority of scheduling and information flow in the executive’s absence
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Provide administrative support to include agenda development, scheduling, attending meetings and transcription of minutes
• Interface appropriately with a broad array of internal and external stakeholders, including senior executives, company employees at all levels and vendors
• Plan and coordinate events as they arise, including the management of all meeting details (preparing agendas, prepping presentations, ordering meals, securing space, and inviting attendees).
• Ability to put yourself in the executive’s shoes and manage the schedule in a way promotes the most effective use of time.
• Handle professional and personal appointments and travel arrangements
• Interface with facilities and building maintenance. Inventory and order office materials as needed to maintain adequate supplies.
• Maintain owner and organizational confidence
• Perform other duties as assigned

Other Job Functions:

• Understand, adhere to, and implement the Company’s policies and procedures.
• Provide excellent customer services skills, including consistently displaying awareness and sensitivity to the needs of internal and/or external clients. Proactively ensuring that these needs are met or exceeded.
• Take personal responsibility for personal growth including acquiring new skills, knowledge, and information.
• Engage in excellent communication which includes listening attentively and speaking professionally.
• Set and complete challenging goals.
• Demonstrate attention to detail and accuracy in work product.
• Highly organized
• Diligence/work ethic
• Ability to manage multiple complex priorities & communicate proactively
• Service orientation

Required Qualifications:

Minimum Experience

• 5+ experience supporting a C level executive
• Arrangement and scheduling of complex, multi-site meetings with multiple senior executives
• Proficiency in Microsoft Office including Word, Excel, Power Point, and Outlook

Education/Licensure:

• Bachelor’s degree preferred or equivalent experience in the field.

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