Administration - Executive Administrative Assistant III

POSITION SUMMARY

This position primarily provides administrative support services for the Sr. Vice President/CDO and Sr. Vice President/CPO.

ESSENTIAL FUNCTIONS

• Calendar Management: Oversee complex calendars for the C-suite executives, ensuring effective time management by scheduling meetings, handling reschedules, and proactively managing conflicts.

• Meeting Coordination & Preparation: Organize and prepare for meetings, including gathering agendas, compiling necessary documents, and coordinating with participants. Take meeting minutes and track follow-up tasks to ensure action items are completed.

• Travel Arrangements: Manage all travel logistics for the C-suite executives, including booking flights, accommodations, and ground transportation, as well as preparing detailed travel itineraries.

• Communication Liaison: Act as a point of contact between the C-suite leaders and internal/external stakeholders. Screen and prioritize emails, phone calls, and other correspondence, responding on behalf of executives as needed.

  • Draft and edit high-quality internal and external communications, including email correspondence, slack messages, and company-wide updates on behalf of the executives.

  • Summarize key outcomes and updates from meetings to communicate to staff effectively and concisely.

• Written Communication & Documentation: Regularly draft and disseminate executive-level strategic initiatives, meeting outcomes, updates, summaries, and reports.

  • Prepare clear, concise, and professional materials for presentations, proposals, and meetings with internal and external stakeholders.

  • Ensure all written materials align with the company’s tone and communication style.

• Project Support: Assist with special projects, research, and preparation of presentations or reports for executive meetings, board meetings, and other key company events.

• Document Management: Organize and maintain confidential files, records, and documents, ensuring data security and accessibility.

• Other Duties as Assigned

EXPECTED RESULTS

The effectiveness of performance in this position can be measured by the following:

• Efficient and conflict-free scheduling; time-sensitive prioritization

  • Minimal scheduling conflicts; Executive satisfaction surveys or feedback; Timely updates to calendar entries

• Meetings start on time with all necessary materials prepared; accurate minutes and timely follow-ups

  • Prepared agendas shared in advance; Action items completed post-meeting; Timeliness and accuracy of meeting minutes

• Clear, professional, and timely correspondence with stakeholders

  • Timely email responses; Positive feedback from internal/external partners

• High-quality, error-free written materials that reflect the organization’s tone

  • Zero grammatical/spelling errors; Document turnaround time met 95% of the time; Consistent executive branding/tone

• Project contributions lead to successful delivery of executive initiatives

  • On-time completion of project tasks; Quality of research and materials prepared

• Maintains confidentiality and upholds a high level of discretion and composure

  • No confidentiality breaches; Positive professional image

• Anticipates executive needs and provides proactive support