Sr. Executive Assistant to the President

 

SUMMARY OF RESPONSIBILITIES

Reporting directly to the President, the Senior Executive Assistant will provide executive support in a one-on-one working relationship. They will demonstrate a high level of integrity and professionalism, maintain balance among multiple priorities, and handle sensitive and confidential information with tact, discretion, and judgment. This position requires executive presence, organization of time and materials, attention to detail and the independent judgment required to plan, prioritize, and organize in a fast-paced environment.

ESSENTIAL DUTIES

• Responsible for overall calendar management, requiring significant interaction with both internal and external leaders, as well as internal Assistants. Proactively reviews calendar for potential conflicts or issues.
• Arranges all travel, transportation, and accommodations, and develops comprehensive and detailed itineraries as needed, and monitors all travel to address any disruptions, delays, cancelations, or changes.
• Prepares detailed and timely expense reports to accurately capture expenses, in alignment with the FKH Travel and Expense policy.
• Screens incoming telephone calls, voicemails, and emails; delivers accurate messages and responds to requests by gathering and providing information and referring non-routine calls to the appropriate resource and responds and/or prepares responses as necessary. Reviews and prioritizes communications and prepares brief correspondence, as appropriate.
• Coordinates the scheduling of meetings (live and virtual). Plans and supports group meetings at office and offsite locations, including arranging all conference room and site details, catering, room setup and agendas.
• Partners with Facilities, Human Resources, and Technology to onboard new senior-level employees, including office space, equipment and supply procurement and scheduling of onboarding meetings.
• Provides support for executive meetings and/or large meetings (including copies, gifts or other materials as needed)
• Provide direct support in meetings by recording and distributing minutes to attendees. Coordinate and execute any follow-up action plan.
• Prepares and distributes presentations, reports, letters and other written materials, as assigned by President.
• Serves as a backup for other Assistants, as necessary. Promote professional relationships within the Executive Assistant team.
• Represents FKH and the Executive in a positive light through thoughtfulness, respect, follow-through, and sound judgment.
• This summary is not an all-inclusive description of job duties. Other job duties and responsibilities may also be assigned by the manager at any time based upon Company needs.

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 special abilities to perform the essential functions.

WORKING CONDITIONS

• Primarily working indoors, in office environment.
• May sit for several hours at a time.
• Prolonged exposure to computer screens.
• Repetitive use of hands to operate computers, printers, and copiers.
• Requires working non-standard business hours at times to complete urgent work tasks needed by executive leaders or customers and to oversee travel.
• Some travel, including overnight travel, required.

REQUIRED EDUCATION AND EXPERIENCE

• Associates degree, Bachelor’s degree or equivalent
• High proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)
• Minimum 7-10 years of experience in an Executive Administrative role
• Proven ability to effectively communicate and support Senior Leaders
• Experience exercising discretion and confidentiality with sensitive company information
• Exceptional organizational skills with an ability to think proactively and prioritize work
• Excellent time management

PREFERRED EDUCATION AND EXPERIENCE

• Bachelor’s degree in Business, Administrative support, Communications, Management, or related field
• Experience in Real Estate or Property Management industry
• Experience in a fast-paced environment, high-growth company

REQUIRED KNOWLEDGE

• Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Administration and Management — Knowledge