Executive Administrative Assistant Jobs

Role: Business Support and Administrative - Executive Administrative Assistant

Candidate Requirements

• Years of Experience Required – 4-6 years minimum.
• Degrees or certifications required – N/A

Disqualifiers –

- Resume is not concise and to the point with required skillset highlighted.

- Location is not found on resume/ candidate is not based in PST or MT

• Performance indicators – Meeting deadlines, quality of work.
• Best vs. Average – See Preferred Qualifications

Description:

The executive assistant serves as the main point of contact for managers, staff members, customers, and other outside partners. Controls the flow of information in a timely and precise manner. Manages a complicated calendar. The ideal applicant should be able to accommodate various working styles while maintaining a calm and professional demeanor. You will be expected to demonstrate sound and consistent judgment, make timely decisions in fairly complex situations, and prioritize multiple projects. The ideal candidate will have great planning, organizational, time management, and problem-solving abilities in addition to excellent calendar management abilities. Manage a high level of confidentiality and has good communication abilities both in writing and verbally.

Candidates should have 5 years’ experience or more as a Senior Business Administrator or Executive Assistant. Must be a solid user of Microsoft 365 suite and a strong user of Microsoft Teams.

Responsibilities:

• Manage email communications for the Intern program
• Procure hardware/equipment, software, office supplies and reference materials for team members and new hires.
• Coordination and logistical support for team meetings, morale events, office moves.
• Complex calendar management. This includes collaboration with internal and external teams to schedule meetings, attention to detail, accuracy, timeliness, conflict resolution and alignment to the teams’ priorities and commitments.
• Manage team headcount: processing new requisitions in Microsoft tools including partnering with the hiring managers and recruiting team.
• Interaction level with sponsor/team - Moderate, a lot of self-driven work. You will have a constant stream of communication with the admins in other orgs via email etc.
• Partner with the business manager to manage processes
• Team security group and distribution list ownership and maintenance.
• Mange the backfill process for the organization and coordinate onboarding

Preferred:

• Microsoft Experience
• BS/BA degree preferred, but not required
• Must be assertive and have a high level of integrity and consistently demonstrate a positive can-do attitude with the ability to maintain the confidentiality of highly sensitive material with tact and professionalism "
• Knowledge of corporate organization and ability to navigate it and knowledge of departmental business practices and tools
• Able to work successfully in a team environment, build effective working relationships inside and outside of a group with varying levels of collaborators and accommodate working styles and perspectives of diverse individuals and groups
• Excellent organizational, analytical, anticipatory, verbal, and written communications skills
• Eager and able to work effectively under pressure with short time constraints and in relatively ambiguous and complex situations, as well as the ability to adjust direction in response to changing work situations
• Experience managing administrative professionals, contractors, and vendors

Daily Activities

"Typical task breakdown and operating rhythm –

- Emails to the university recruiting champ community.

- Tracking responses

- Tracking deadlines for the responses

- Cataloging in excel

- Calendar coordinating

• Interaction level with sponsor/team – Moderate interaction