Executive Assistant

Responsibilities

• Understand Executive’s business, goals, priorities, expectations, overall Company strategy and organizational structure

• Identify problems, evaluate solutions and alternatives, determine when Executive action is required

• Coordinate, direct, oversee and perform all administrative services includes policies and procedures for Executive and Department

• Manage and maintain Executive’s records and filing systems, comply with record retention policies and legal holds as needed

• Coordinate departmental finances, budget preparation, expense reports, and personnel issues

• Strategically manage schedules, coordinate and prioritize, manage schedule conflicts and changing business and personal prioritizes, ensuring necessary follow-up, maintain current and accurate Executive calendar appointments

• Plan and execute internal and external important, highly visible, and highly confidential meetings and events of various sizes for Board of Directors and Executives, coordinate all details

• Assist with project management, manage deadlines for Executive and Team, may create or edit simple presentations

• Manage Executive’s inbox; read, sort, route, prioritize and distribute incoming mail or other materials

• Prepare correspondence, messages, reports and presentations, distribute communication on behalf of Executive, including Employee communication, external business, and others, as required

• Apply Executive's voice to manage and execute communication, departmental communication such as memos, social media platforms, internal and external presentations and Executive correspondence, proofreading and editing presentations as needed

• Provide Executive with pertinent materials and preparation for meetings

• Lead, support and execute large event planning for Executive and Department

• May perform other job duties as directed by Employee’s Leaders

Knowledge, Skills, and Abilities

• Knowledge of general business and management principles

• Knowledge of administrative procedures and systems such as word processing, recordkeeping, and other office procedures and terminology

• Knowledge of technology platforms and ability to do troubleshooting for Executive

• Knowledge of principles and processes for providing Customer and personal services, including Customer needs assessment, meeting quality standards for services, and evaluation of Customer Satisfaction

• Skilled in project management, managing one's own time and the time of others, and the ability to multi-task and pivot tasks unexpectedly

• Skilled in making complex travel arrangements, advising on routes and options

• Skilled in communicating effectively as appropriate for the needs of the audience both in verbally and in writing

• Skilled in using Microsoft Office Suite, including Teams

• Ability to prioritize, manage and balance multiple priorities and competing requests in a high volume, fast-paced environment

• Ability to partner and build relationships across the enterprise, companywide

• Ability to work independently as well as in a team environment, across the business, with a can-do attitude

• Ability to maintain confidentiality and work with minimal supervision

• Ability to prioritize, manage and balance multiple priorities and competing requests in a high volume, fast-paced environment

• Required: High School Diploma or GED

Experience

• Intermediate level experience, fully functioning and broad knowledge in:

  • Administrative Support

  • Customer Service

  • Project Lead related fields

Licensing/Certification

• N/A

Physical Abilities

• Ability to perform work duties from limited space workstation/desk/office area for extended periods of time

• Ability to communicate and interact with others in the English language to meet the demands of the job

• Ability to use a computer and other office productivity tools with sufficient speed and accuracy to meet the demands of the job

• Ability to raise 25 lbs on an occasional basis

Other Qualifications

• Must maintain a well-groomed appearance per Company appearance standards as described in established guidelines

• Must be a U.S. citizen or have authorization to work in the United States as defined by the Immigration Reform Act of 1986

• Must be at least 18 years of age

• Must be able to comply with Company attendance standards as described in established guidelines

• Ability to work in an on-call environment and have a flexible work schedule to support the needs of the business as necessary

• Ability to travel with some overnight stays required