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 multiple 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 interface between assigned executive leaders and/or their teams/departments, as well as other departments as necessary. 

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

• Serves as gatekeeper and decision maker on relative priorities of meetings and appointments to ensure efficient and concise scheduling of designated leader. Resolve scheduling conflicts as necessary. 

• Receive, open and screen assigned senior executive/ executive team member directed communication including office visitors, telephone calls, e-mail messages and incoming mail; determine those requiring priority attention and communication on behalf of senior executive as necessary. Prepare outgoing mail, including certified mail and correspondence, including e-mail, fax, and overnight courier service; copy correspondence and other printed materials as necessary for record keeping purposes. 

• In accordance with company standards, organize and maintain file systems, files correspondence and other records to ensure files remain current, confidential, and secure in accordance with company standards. 

• Process approvals on behalf of designated leader including travel (work with travel vendor), Procurement Cards (using Chrome River system), Purchasing Requisitions (using PeopleSoft eProcurement system). 

• Collaborate and provide assistance to the Board of Directors in preparation of Board meeting proceedings, arrangements and related materials.  

• Coordinate department AOP matters i.e., planning, accruals, period financial tracking/reports.     

• Independently arrange and coordinate domestic & international travel (air, hotel, ground) schedules, itineraries, reservations, and subsequent expense support. 

• Coordinate and schedule meetings (ex: HRLT & HR Huddle) using Outlook, reserve conference lines, conference rooms and ensure conference room and equipment are prepared and in working order prior to meetings. Manage and publish agenda.  

• Direct building maintenance issues concerning HVAC and facilities. Coordinate early morning or evening access as necessary for repair/install work; communicate scheduled appointments with property management as required. 

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