Executive Assistant Jobs

Description

Key Responsibilities

• Act as the administrative point of contact between the executives and internal/external clients, other company executives, and advisory board members. Act as a brand ambassador and represent NexCore with the highest level of professionalism.
• Proactively review calendars to ensure proper time for executives to travel between appointments, prepare for key meetings, breaks/moments to reflect, vacations, etc. and resolve conflicts in scheduling by discussing with executive(s) and potentially external parties. Ensure all key participants are invited and if unsure of necessary attendees gain clarification from the requestor.
• Manage Outlook calendars for the Executive Team.
• Draft and distribute (with approval) communication to key company executives and Advisory Board members
• Arrange travel (air, hotel, car, reservations, etc.), itineraries, agendas, logistics, and compile materials for the related meetings
• Ensures that proper logistics are tested and set-up (e.g., conference room booking, A/V tested, virtual meeting software set-up) for key meetings (e.g., client meetings, Advisory Board, internal company meetings etc.)
• Occasionally support others to resolve large meeting conflicts. Develop an understanding of who should be included based on the meeting objectives, asking for clarity when unsure
• Serve as backup to cover the front desk as needed – phones, food orders, greeting guests, FedEx requests when needed
• As a contributor to the company's adminstrative support team, perform general administrative duties and pitch in around the office for set-up, clean-up, restocking of refreshments and supplies, managing vendors, etc.
• Develop a deep knowledge of the opportunities the team is pursuing, and those projects already under development.
• Manage expense reports for Executive Team, BD and TM executives, including gathering appropriate documentation and submitting through Concur
• Providing feedback to those you support to improve processes and reduce waste, especially as it relates to calendars, travel and expense reports

Skills, Knowledge and Expertise

• Bachelor's Degree in Business Administration or other related field preferred
• High School Diploma required

• 7+ years advanced administrative support experience preferred
• 5+ years experience directly supporting an executive level professional or group of executives

• Superior time organizational skills
• Proven project management experience
• Strong drive and work ethic
• Professional communication and presentation
• High computer literacy
• High customer service orientation
• Ability to work on several time-sensitive priorities simultaneously

• Delivering Results – Maintains a high level of commitment to personally getting things done and achieving outcomes; dependable, and responsible.
• Collaboration – Effectively working and collaborating with others towards a common goal. Maintain positive relationships and directly contribute to reaching the group’s goal.
• Customer Service – Recognizing and understanding customer’s (internal and external) needs and delivering in a manner that exceeds customer expectations.
• Planning and Organizing – Effectively organizing and planning work according to organizational needs by defining objectives and anticipating needs and priorities.
• Resilience – Effectively dealing with work related problems, pressure, stress in a professional and positive manner.
• Innovation – Generating novel and creative solutions to problems that will result in improved performance, better outcomes, high productivity, etc.

Benefits

• Travel: This position will not require any travel
• Eligible for discretionary benefits: performance bonus
• Eligible for standard employee benefit elections: Medical, Dental, Vision, 401K, FSA, HSA, Commuter Benefits, Employee Assistance Program, Life Insurance (employee and dependents), Short-term disability (STD), Long-Term disability (LTD), Accidental death & dismemberment (AD&D), vacation days, sick days, and other benefits

About NexCore Group