Executive Assistant

Executive Assistant

The Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Senior Vice President. This is a trusted and critical support role. This position requires handling of complex and confidential materials in a fast-paced environment and the ability to exercise good judgment. The Executive Assistant will have the ability to work independently on projects working with all levels of internal management and staff and handle a wide variety of activities and confidential matters with discretion. The Executive Assistant may also be involved in corporate event planning and execution, and will arrange travel, prepare reports, and screen calls. This position is responsible for handling a wide range of high-level and very detailed administrative and executive support related tasks.

Responsibilities

• Completes a broad variety of administrative tasks, including managing an active calendar of appointments; completing expense reports; composing and proofreading correspondence that are sometimes confidential.
• Maintains and arranges complex travel plans, itineraries, and multiple agendas.
• Manages documents for travel-related meetings.
• Manages priorities to ensure important items are being completed in a timely manner.
• Assists with the planning and organization of corporate events, as requested.
• Ensures line of open communication for smooth communication, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Organizes monthly reporting for efficient and timely review.
• From time-to-time and as time allows, assist other senior staff with tasks like those performed for the Executives.
• Takes detailed notes and meeting minutes for conference calls and executive meetings as required, including personal details of intended counterparties as needed.
• Effectively completes aspects of deliverables with a hands-on approach, consisting of drafting acknowledgement letters, private correspondence, and other tasks that simplify the Executive team's ability to effectively focus on their role.
• Ensures all work is done on time and to a high-quality standard.
• Maintains confidentiality of all corporate, personnel and research matters.
• Provides backup Executive Assistant support for CEO and Legal department members as needed.
• Other duties may be assigned.

Qualifications / Requirements

• 10+ years in professional/executive level administrative assistant position.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and Adobe Acrobat.
• Strong knowledge of expense management system.
• Direct and successful experience supporting multiple C-Level executives.
• Personable and even tempered; capable of handling a high stress environment.
• Adjustable to a fast paced, demanding work environment where priorities frequently change.
• Ability to set priorities, multi-task and meet multiple daily deadlines.
• Strong delivery and communication skills both written and verbal.
• Ability to take initiative, work independently and creatively with strong organizational and task management skills.
• Demonstrated excellent calendar management skills, including the coordination of complex executive meetings and travel.
• Ability to work well with all levels of management and staff.
• Flexibility and the ability to work beyond regular hours as needed.