Executive Assistant Jobs

Responsibilities:

• Responsible for providing advanced and complex administrative support duties for multiple Executive Management team members.
• Prepare high level documentation and advanced correspondence for presentation to the Members of the Board and/or other senior leaders.
• Take initiative to problem solve, troubleshoot, and/or escalate issues. Applies a thorough knowledge of company operations, policies, and procedures daily.
• Function as a gatekeeper and liaison on behalf of the Executive Management Team by providing support by screening and routing mail, visitors, and telephone calls.
• Prepare, create, compile, and proof various correspondence, communications, reports and PowerPoint slides/presentations and other materials as requested.
• Prioritize projects and manage sensitive confidential matters
• Prepare, reconcile, and track expense reports through Travel and Entertainment Expense system.
• Provide direct administrative support and anticipates the needs of the Executive Management Team, including scheduling and maintaining calendars of appointments, making travel arrangements, and maintaining confidential and sensitive company documents and information.
• Provide administrative and report preparation for the company’s annual audit process.
• Plan and coordinate special company events, including all details associated with event; negotiate with vendors; oversee, troubleshoot, and resolve special situations that arise during event.
• Maintain appropriate filing systems, both manual and electronic.
• Collaborate with other team members within the organization on various projects.
• Prepare meeting rooms/facilities and required audiovisual equipment. Responsible for planning and sending invitations, meeting reminders, and maintaining RSVP for events.
• Act as a liaison and provide support to the Board of Directors. Arrange and manage all logistics for Board meetings and events: schedule meetings (including catering); draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes. Administer our board portal software (Diligent).

Qualifications:

• Strong business acumen.
• Capacity to work collaboratively and/or independently on multiple projects simultaneously, and to prioritize responsibilities and meet deadlines.
• High school degree required; Bachelor’s degree preferred.
• Ability to balance detail with departmental goals/objectives.
• Strong computer skills with advanced knowledge of Microsoft Office, including Outlook, Word, Excel, PowerPoint, Access, and Adobe Acrobat.
• Professional and friendly demeanor.
• Strong initiative and customer service skills.
• Ability to translate business needs and problems into viable/accepted solutions.
• 5+ years of C-Suite level Executive Assistant experience.
• Excellent verbal and written communication skills.
• Basic negotiating and persuasion skills.
• Excellent organizational skills.
• Ability to cultivate effective working relationships with a broad range of employees and external contacts.
• Analytical ability to gather and summarize data for reports, find solutions to various administrative problems and issues, and prioritize work activities.