Executive Assistant II

Job Description:

This position is responsible for performing a wide variety of administrative tasks in support of a top executive. Accountable for creating or revising correspondence, creating presentations, managing executives’ calendars, planning meetings/conference calls, making travel and entertainment arrangements and processing expense reports. Knowledgeable of corporate policy and is responsible for handling sensitive financial, compensation and strategic information. This role also works with other internal support staff to schedule and coordinate meetings. This includes taking a leadership role in the planning of various off-site and on-site internal and client facing meetings.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Maintains the executive's calendar: schedules and confirms appointments, arranges for meeting rooms or facilities.

• Arrange domestic and international travel, expenses, and presentations/reports before business trips and meetings related to clients, prospects and partners. This includes travel, lodging, transportation, entertainment and any travel and client related activities.

• Prepares agendas or presentations, attends meetings with the executive, and takes, transcribes, and distributes notes or minutes.

• Prepares and submits expense reports on behalf of the executive.

• Screens visitors, phone calls, emails, or physical mail.

• Prepare, review for accuracy and distribute reports as necessary.

• Coordinate internal and external events ,meetings and conference calls. This includes meeting attendance, logistics and meals when required. Will use independent judgement and direct and negotiate pricing with third parties and hold them accountable. Has authority to make decisions around vendors, locations, in accordance with customary Vertex standards.

• Coordinate and implement special projects with little or no supervision

• Occasional errands to the post office, bank or local print shops. May be asked to assist in purchasing special items or services.

• Facilitates communication in the organization to accelerate response times and keep messages moving; triage and draft replies to emails, communicates strategy clearly and accurately.

• Create and master a system of a high level of organization and documentation to enhance productivity and eliminate redundancy.

• Track and help drive completion of key deliverable and follow up on outstanding items (including meeting notes and action items.)

• Access and maintain confidential information and files.

• Makes high-level contacts of a sensitive nature inside and outside the company.

• Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors.

• Exercise judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions without guidance or supervision.

• Occasional travel may be required.

• Participate in other projects or duties.

SUPERVISORY RESPONSIBILITIES:

• N/A

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent written and verbal communication skills

• Ability to work without supervision and exhibit independent judgment.

• Ability to lead projects and initiatives from incubation through to execution

• Capacity to handle tight deadlines, ambiguity and last-minute changes, adapt quickly and problem-solve independently

• Excellent organizational skills with high attention to detail

• Ability to listen, understand information, and communicate the same.

• Friendly and approachable, displays diplomacy and tact

• Must possess strong interpersonal, organizational, presentation and facilitation skills.

• Ability to efficiently provide virtual support to team members and/or traveling team members

• Ability to understand the preferences of Executive(s) and proactively anticipate and plan accordingly

• Ability to make contacts of a sensitive, complex, and confidential nature both inside and outside the company

• Adept at the latest travel, lodging, transportation and entertainment practices with the ability to align arrangements with each situation

• Ability to network with senior internal and external personnel in own area of expertise

• High proficiency and previous experience working with all Microsoft Office products including Word, Excel, PowerPoint, Outlook, and Visio

• Expert in web and video based communication tools