Executive Assistant

JOB SUMMARY

 

The Executive Assistant provides administrative support to three executives in the Development Department: Chief Development Officer Midscale, the Senior Vice President Full-Service, Eastern Region and Vice President, Business Support.  The role coordinates team administrative tasks and supports project work as needed to achieve each team’s priorities.  Duties include general administrative tasks, data analysis, tracking and reporting, team coordination, presentation drafting, and team meeting/event planning and execution. Project and tasks will, in some cases, involve developing alternatives and determining solutions and recommendations.

 

Strong organizational and interpersonal skills as well as good judgment and decision-making and a high level of self-initiative are required.

 

CANDIDATE PROFILE 

 

Education and Experience 

 

• Position requires ability to work in a fast-paced, multiple task environment providing administrative support to multiple team members.
• Position requires a complete knowledge of a full range of administrative processes gained through of minimum of 5 years administrative experience, preferably in a Development or Marketing function.
• Position requires complete knowledge of the mission, functions, organizational structure, policies and procedures of their department and division and a general knowledge of those pertaining to the Company.  Incumbent is viewed as a resource to others concerning these areas.
• Knowledge of advanced functions of Microsoft Office (Word, Excel, and PowerPoint). 

 

 

Other Required Skills

• Thrives working in a fast paced, high energy, and progressive environment. 
• Ensures that all work is completed effectively, monitors the progress of work against schedules and budgets; maintains high performance standard; works effectively by using a highly collaborative style.
• Meets customer needs by developing and maintaining effective relationships with both internal and external customers and by promoting a customer service orientation within the organization.
• Fosters relationships and a positive climate to build effective teams that are committed to organizational goals and initiatives; demonstrates flexibility in approach.
• Creates an atmosphere in which timely information flows smoothly both upward and downward through the organization; possesses exceptional communication skills.
• Supports, manages and initiates change within the organization, taking steps to remove barriers or to accelerate its pace.
• Actively pursues learning and self-development to enhance personal, professional and business growth; shares learning.
• Will be working with proprietary and/or confidential information so a high degree of professionalism and confidentiality are required.
• Able to conceptualize and create non-routine documents and implement automated work processes and general administrative improvements. This position requires incumbent to exercise sound independent judgment when handling non-routine issues.
• Ability to prioritize and keep a positive attitude and perspective on what needs to be done efficiently and professionally in an environment of changing priorities and demands.
• Work regular business hours, 8:00am – 5:00pm, Monday through Friday, with the flexibility to work overtime, as needed. 

 

CORE WORK ACTIVITIES  

 

General inquiries and meeting scheduling

 

• Actively manage schedules and calendars. In addition to basic scheduling functions, also anticipates and prioritizes scheduling needs based on deadlines and deliverables. This will require coordination with leaders and other key stakeholders both internally and externally.
• Manage high volume email and synthesize actions needed.  Ability to act quickly, seamlessly and professionally in time sensitive situations.
• Manages booking travel, expense reporting and invoice processing.
• Handles various requests for information and follows-up based on an understanding of the organization and the basic knowledge of the team’s work.
• Provides back-up coverage for Executive Admin to the Chief Development Officer, and other areas upon request.  Assist in meeting planning for the department, including logistics and where applicable, prepare interview schedules and travel itineraries for candidates involved in job searches, exploratory interviews and/or on-boarding meetings.
• Performs general administrative such as scheduling, organizing and maintaining files, coordination of team meetings, agendas, materials and communications.
• Manages all aspects of meeting planning both internal and external.      Gathers agenda items, sets up meetings and make scheduling changes with minimal direction. Respon