Administrative / Executive Assistant - IV

Executive Assistant

Required Shift: Generally 8:00 AM to 5:00 PM standard hours, according to the Director's schedule.

Job Duties:

• The Executive Assistant will be responsible for the coordination of activities and ensuring timely flow of information to and from the executive director's office.
• The candidate in this role handles details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced professional environment.
• This candidate will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources and organize and maintain administrative processes is essential to this position.
• The ideal candidate will be dynamic, high-energy, organized, and able to support cross-functional coordination in a fast-paced environment and possess excellent judgment.

Responsibilities:

• Managing and maintaining a complex senior executive's calendar with constant changing priorities, while maintaining sensitivity, including scheduling last minute meetings and appointments.
• Manage external contacts for the executive, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.
• Ability to anticipate needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
• Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.
• Preparing agendas in advance and coordinating meetings.
• Process or compose correspondence or reports for the executive and or her team.
• Manage travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, and other necessary preparations.
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Handle confidential information in a professional and discreet manner.
• Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
• Act as the Executive's representative and ambassador to external constituents as directed.
• Process and maintain expenses for the Executive.

Must Have Skills:

• 5 or more years of administrative experience supporting senior level executives.
• Ability to handle confidential information appropriately.
• Experience in the following software programs: (G-Suite, Word/Excel/PowerPoint)
• Excellent written and verbal communication skills.
• Ability to stay focused, efficient, and effective in managing multiple priorities.
• Strong interpersonal skills and good judgment.
• Ability to work independently to achieve accomplishments.
• Ability to communicate effectively with all levels of employees and outside contacts.
• Ability to effectively collaborate with internal team, cross-functional team, and external parties in a dynamic, challenging environment.
• Willingness to work a flexible schedule.

Education or Certifications: Bachelor's degree or 10 or more years of work experience.