Sr Executive Assistant

Job Description

The Senior Executive Assistant is responsible for the organization and coordination of executive office operations, procedures and resources to facilitate organizational effectiveness and efficiency. This position supports the senior executives at the level of SVP, EVP, President, and/or CEO.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.

• Act as courier between assigned executive leaders and/or their teams/departments, as well as other departments as necessary

• Responsible for maintaining calendar, contacts, and email communication on behalf of senior leader when necessary

• Coordinate and schedule meetings using Outlook, reserve conference lines, conference rooms and ensure conference room and equipment are prepared and in working order prior to meeting

• Organize and maintain file systems, files correspondence and other records to ensure files remain current, confidential and secure

• Open, read and route incoming mail; prepare outgoing mail, including certified mail and correspondence, including e-mail, faxes and overnight courier service; copy correspondence and other printed materials as necessary

• Greet visitors and direct to appropriate area or person

• Arrange and coordinate travel schedules and reservations, both domestic and internationally  

• Order catering for meetings

• Organize social events internally and outside of the office

• Order supplies through appropriate vendors, ensuring ordering does not exceed budget

• Use ITG process to request computer and communication setup, changes and equipment from the Information Technology department (requires tracking of each ticket and follow-up with the next level assigned until ticket is closed); escalate issues when necessary

• Remain up to date on company communications and distribute information as necessary

• Manage department alias and users assigned

• Maintain and distribute monthly financial calendar and reminders; complete monthly reconciliation of leader Procurement Card transactions

• Process approvals on behalf of leader for the following -- travel (work with travel vendor), Procurement Cards (using Chrome River system), Purchasing Requisitions (using Oracle)

• Provide support with HR functions (confirming interview and on-boarding appointments for leader and assist with new hire paperwork)

• Maintain office services by organizing office operations and procedures; controlling correspondence; assigning and monitoring clerical functions

• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement

• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High level of professionalism

• Ability to maintain strict confidentiality at all times

• Strong communication skills

• Problem analysis and assessment; decision making skills

• Excellent planning and organizing skills

• Self-motivated individual who takes initiative

• Attention to detail and high level of accuracy

• Ability to multi-task and work as a member of a team

• Strong computer skills to include proficiency with Microsoft Excel, Word, PowerPoint, Chrome River, Outlook and the ability to learn other software programs as required.

EDUCATION and/or EXPERIENCE:

Bachelor’s degree and 5 or more years supporting C-suite executives; or equivalent combination of education and experience.

SUPERVISORY RESPONSIBILITIES:

NONE

CERTIFICATES, LICENSES, REGISTRATIONS:

Notary Preferred

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands an