Executive Assistant Jobs

Overview
Position Overview
The Executive Assistant provides direct support to the President and CEO on all administrative matters.
Essential Job Functions
Provide direct support to the President & CEO on all administrative matters to include: o Answering phone calls
Managing travel and expenses
Scheduling meetings and launching Executive GoToMeetings
Conducting internet research as required for new projects
Assist the CEO and CFO with the preparation and distribution of the Board packages.
Organize and manages the logistics for the Board of Directors Meetings.
Maintain Vacation Calendar for executives and input TimeCap exceptions.
Book travel and coordinate interview and logistics for leadership candidates at the Concourse office.
Assist with the planning, organization and implementation of the annual Directors Conference.
Organize and manage the logistics for the New Directors Orientation (4 -6 per year).
Manage activities associated with the holiday season to include: Organizing the Executive dinner and organizing and distributing the CEO Holiday letter.
Order badges, key fobs and business cards for new employees.
Retrieve and deliver mail; prepare and ship packages.
Order office and break room supplies.
Troubleshoot office equipment issues.
Retrieve and respond to general voicemail and inquiries.
Receive and respond to or redirect customer complaints.
Coordinate visitors to office and appropriate meeting spaces.
Schedule office maintenance/cleaning with building management.
Order, set up, and breakdown lunches for Concourse executive meetings.
Organize conference rooms and the break room before and after meetings.
Set up executives GoToMeeting users.
As time is available, support other members of the Executive Team on an as needed basis on administrative matters to include: scheduling travel, completing expenses reports, scheduling meetings, and special projects.
Order flowers, gifts, etc. at Exec & VP’s request.
Requirements
Bachelor's Degree in any field
Demonstrates exceptional listening skills, discretion and judgment
Ability to manage multiple tasks and projects in a dynamic environment
Possesses strong organizational skills, creativity and an attention to details
Communicates effectively in written form and verbally with all levels of staff
Possesses ability to anticipate needs and stay one step ahead of changing priorities
Completes research and analyzes and summarizes information
Demonstrates strong competency with all Microsoft Office programs
Other Skills/Abilities
Must be able to adhere to confidentiality standards and professional boundaries at all times
Quick-thinking and astute decision making skills
Attention to detail
Time Management
Effective problem-solving and conflict resolution
Excellent organization and communication skills
Ability to remain calm and professional in stressful situations
Strong commitment to excellence
Physical Requirements
Must be able to speak, write, read and understand English
Must be able to travel
Occasional lifting, caring, pushing and pulling of up to 25 pounds
Prolonged walking, standing, bending, kneeling, reaching, twisting
Must be able to sit and climb stairs
Must have visual and hearing acuity
Must have strong sense of smell and touch
Environment
Performs duties in an office environment during agency operating hours
Must be able to function in a wide variety of environments which may involve exposure to allergens and other various conditions
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
As an employer accepting Medicare and Medicaid funds, employees must comply with all health-related requirements in all relevant jurisdictions, including required vaccinations and testing, subject to exemptions for medical or religious reasons as appropriate.