Executive Assistant

Servco is looking for an Executive Assistant to provide a wide variety of complex and confidential administrative support to the CEO ensuring the seamless and smooth day-to-day execution of daily calendars and travels. Responsible for managing the schedules, communications, travel needs, and priorities of the CEO. Manages all aspects of the CEO’s calendar (travel arrangements, internal and external meetings, and visits from external partners and guests) ensuring a seamless and effective experience for all parties. Proactively identifies opportunities to enable the CEO to manage his schedule as efficiently and effectively as possible. Represents the company, CEO, and other executive leaders both internally and externally. 

Responsibilities: 

• Calendar Management: Accountable for all calendar management to include scheduling appointments, coordinating internal and external meetings, sending reminders, identifying and confirming necessary technology needs, identifying and organizing catering when needed, etc. Proactively addresses potential conflicts, prioritizes meetings appropriately, and ensures effective time management and calendar management  

• Travel Management: Manages all necessary travel, including air transport, land transport, and hotel accommodations. Oversees and communicates travel arrangements with an extremely high level of detail and follow through. Immediately addresses any travel disruptions, including when disruptions happen for international travel or off-hours.  

• Correspondence: Manages correspondence to include phone inquiries, email, and traditional mail. Takes appropriate action, including replying or flagging for follow-up. Maintains mailing lists and recipient preferences for Annual Reports, holiday cards, ad hoc gifts, etc.   

• Administrative Support: Supports all administrative duties, including copying, scanning, faxing, ordering supplies, etc. Creates reports, presentations, memos/communications and/or takes and distributes meeting notes as needed. Maintains comprehensive and accurate records 

• Processes monthly expense reports and reconciles all travel and expense receipts  

• Support the CEO’s participation and engagement with all external events, including coordinating attendance, logistics, transportation, necessary pre-work, etc.  

• Partner with other Executive Assistants to provide on the ground support to the Servco Administrative Offices building (i.e. assisting with guests/visitors, replenishing supplies, etc.). Develop strong working relationships across Team Servco. Supports other Executives as needed, primarily with calendaring, mail, record keeping, etc. Serves as back up to other Executive Assistants as needed 

• Supports visiting Board members and other special guests which may include arranging travel, hotel accommodations, creating and managing a visit agenda, securing a loaner card, etc. 

• Supports some personal errands from time to time as needed 

Requirements: 

• High school diploma or equivalent 

• Minimum of six years’ experience as an Executive Assistant supporting a C-suite leader 

• Capable of handling confidential and highly sensitive information with discretion 

• Exceptional organizational skills with the ability to manage multiple logistics and competing priorities 

• Demonstrates strong decision-making skills, even with limited information; able to think outside the box