Executive Assistant

Job Overview

The Executive Assistant provides advanced level support to the senior officers and staff members (COO and EVP), requests from senior staff, or initiatives. Specific duties may vary considerably depending upon the assigned area of accountability and scope of responsibility as assigned by their leader(s). The position may serve as a key backup to other Administrative Assistants.

Duties & Responsibilities

• Manages the calendar and email management of multiple leaders. Completes expense reports, composes and prepares correspondence. Arranges complex and detailed travel plans, itineraries, and agendas. Compiles documents for meetings
• Coordinates internal and external meetings and special events for facility and business partners (research, scheduling, catering, set up, etc.) and external organizations as required. Budget management responsibilities for group events
• Coordinates scheduling of business activities, travel arrangements, prepares correspondence, assists with confidential matters, and performs research for special projects as assigned
• Negotiates prices with third-party vendors, manages an event budget, develops and oversees the process for large group meetings within parameters
• Independently prepares reports including expense reports, invoices for payment, accurate and professional presentations, spreadsheets, documents, and analytical reports as needed
• Communicates directly and on behalf of the leadership team, external constituents, and on matters related to Enterprise-wide initiatives as directed
• Supports the Executive Leaders with their external commitments, including service on external boards, committees, and other groups

Knowledge, Skills, & Abilities

• Working knowledge of Microsoft Office Productivity tools
• Prior experience in customer service or a work environment performing administrative, clerical, and receptionist duties. Will work with confidential information concerning company strategic initiatives and human resource information
• Supports Executive cross-functional Leaders at the strategic level. Must appropriately maintain discretion and diplomacy in handling all matters while exercising the highest degree of confidentiality. This role may have more responsibilities and confidential duties because they work more closely with Sr. Leaders
• Outstanding organizational and time management skills

Minimum Qualifications

• High school diploma or GED

Preferred Qualifications

• Associates degree or up to 3 years of college or technical school
• Knowledge acquired through 7 or more years of work experience

Work Environment

Office environment