Executive Assistant Jobs

Essential Duties:

Executive Assistant Duties for (2) Senior Vice Presidents and (1) Vice President Center for Digital Government, Center for Digital Education, & Events:

Full coordination and management of schedule:

• Handling all logistics for internal meetings run by the Executives by setting up the meeting room, organizing refreshments, ensuring there is an agenda and all attendees & their roles are coordinated, etc.
• Keeping the Executives on time throughout their day with meetings, gathering up people as needed so the meetings start on-time, giving 5 min notice reminder for the next meetings when they are scheduled back to back, etc. Dialing into phone calls as needed to take notes or to inform participants of any attendance changes.
• Help the executives by being a proxy internally to help them get things internally pushed through.
• Maintaining and updating calendars and schedules by setting up phone calls, coordinating meetings internal & external; sending and replying to emails upon request.
• Reaching out to individuals inside and outside the company to schedule meetings.
• Keep track of all cycles the Senior Vice Presidents has on their plate and put it into a daily list.

Full Coordination and Management of Travel:

• Manage travel for the SVP’s. This includes scheduling when travel should be booked in advance of the trip, booking flights, hotel, rental car reservations, managing all rewards, miles and points programs, managing travel credits and travel profiles.
• Create travel documents with a summary of travel logistics prior to each trip.

Represent the Office of the Senior Vice Presidents and Vice President CDG, CDE, & Events:

• Handle professional correspondence (Thank You letters, formal letters of invitation, etc.)
• Corresponding directly with senior level clients and Public Sector officials (like Mayors, Governor’s staff) to organize meetings either by phone and/or in person
• Help with follow up after meetings with government officials and clients.

Represent the Office of the Senior Vice Presidents:

• As needed, send email from SVP email addresses to government officials as requested by Chief of Staff, program managers, event directors, event managers.
• As needed, draft email for SVP review as requested by Chief of Staff, program managers, event directors, event managers.
• Assist with other duties as time permits and at the direction of the Director, Content Studio.
• As needed, support for CDG/CDE events – calendar invites, response tracking (thank you notes, invites – already mentioned in description), if requested by Chief of Staff or program manager

Other:

• Senior Vice President CDG & CDE
• Senior Vice President Events
• Vice President, CDE
• Vice President, Research
• Monthly Concur travel expense reconciliation for the following:

Skills/Qualifications:

• Customer service oriented. Ability to work with government and industry clients.
• Excellent verbal and written communication (daily)
• Highly organized
• Familiar with working in remote work environment. Must be in a work environment with reliable Internet access, home office facilities, quiet, without distractions
• Prior experience in EA role
• Quick- minded – can predict, or research, and perform the next steps of a process
• Must be in a work environment with reliable Internet access
• Proficiency in MS Office (Word, Excel, etc.) and Outlook; capability to use the Internet and copy, fax, and use postage machines. Experience with MS PowerPoint would be preferred but not required
• Ability to handle many projects and cycles at once
• Reliability – can work independently whether your senior is in or out of office
• Resourceful – keeps waste to a minimum
• Team oriented. Ability to work across the company.
• Basic understanding of Salesforce or have prior experience
• Persistent – willing to follow up on tasks that have not yet been performed and questions that have not yet been answered.
• Ability to maintain confidentiality