Executive Administrative Assistant

Description

Job Title: Executive Assistant 

Department: Operating Board 

Reports to: Chief Executive Officer 

FLSA Status: Non-exempt 

Travel: As needed 

Job Summary

The Executive Assistant provides high profile professional administrative support to the executive leadership team by possessing proactive, excellent organization and time management skills. Exercises excellent oral and written communication skills as point of contact/liaison for the executive office, utilizing effective business judgment and anticipating/resolving problems proactively. Demonstrates forward thinking under pressure and high level of attention to detail. Exhibits positive attitude, team player.?Maintains strong ethical standards and highest level of confidentiality and professionalism. Demonstrates original thinking and creativity; meets challenges; develops innovative approaches and ideas and presents them in a clear and effective manner.  

Essential Duties and Responsibilities – other duties may be assigned 

• Manage executive calendars and contacts as needed, keeping the current and accurate, balancing meeting times with scheduled work time; remain available for critical work-related concerns during non-working time  
• Receives and routes incoming calls as needed, arranges callbacks, and provides back-up materials for callbacks.  
• Receive and greet visitors in a professional manner directing them to the proper individual and assisting them with their needs. 
• Make travel arrangements (domestic and international) with attention to logistics and prepare subsequent expense reports to accounting 
• Manage travel vendor and monthly travel and provide monthly travel and expense reporting 
• Event Planning: ?Coordinates and manages meetings and events, anticipates project needs and budgets. Manages the administration and logistics of meetings both on-site and off-site.  
• Project Management: Assists with projects and assumes project-management responsibility where appropriate. Maintains follow up with executive leadership team members to ensure that action items are complete.  
• Relationship Management: Establishes and maintains relationships with executive leadership team, managers and their team members to foster positive interactions. Ensures team members are aware of team member movement, news, special occasions, recognition, and general announcements.  
• Create, consolidate and standardize PowerPoint presentations for Operating Board and Board of Director meetings, presentations/communications  
• Produces, edits, and distributes letters, memoranda, reports, presentations, and graphics using a variety of software products and ensures the relevancy, accuracy, and professionalism of all written materials. 
• Manages all information as sensitive and critical to the customer, employee and shareholder  
• Attends meetings as required and handles appropriate follow up  
• Reviews correspondence, prepares invoices, routine forms, etc. and routes documents for approval  
• Develops and maintains appropriate filing systems and documentation logs  
• Maintains office supplies and equipment and coordinates general office maintenance as needed  

Requirements

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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. 

Minimum Requirements 

• Strong fit with the members of the management team and the ability to work with all levels of employees within the organization. 
• Experience in effective and efficient multitasking, setting and shifting priorities, and adapting to change.  
• Outstanding character and personal values that are aligned with the company’s culture. 
• Ability to multi-task and manage an office routine with consistency; excellent organizational skills; can handle multiple and changing projects/tasks in a fast-paced environment with high attention to detail  
• Due to domestic and international travel of executives, flexible work hours are required  
• Ability to work with minimal direction - must be willing to take the initiative to solve problems and create efficiencies; knows when to ask questions and when to resolve on one’s own  
• Outstanding written and verbal communication skills with all levels of team members within the organization and professional phone skills 
• Demonstrated experience with office management.  
• Proficient in Outlook/Expense Systems/Webe