Executive Assistant

PURPOSE

Performs high level and complex administrative activities in support of C-Suite Leaders and senior executive management team in order to relieve these individuals of administrative details and maximize the productivity of the executives' offices. Should be able to work with minimal direction, have a high degree of accuracy and attention to detail, be proactive in the support and activities, and have the capacity to handle confidential and sensitive information. Must have the ability to work professionally with senior executives and internal and external board members. Also, they must have the ability to interact with and coordinate the administration duties within the HQ complex. Must have sufficient knowledge of the organization's structure, policies, and personnel to make administrative decisions that are complex in nature and require moderate use of discretion and judgment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Applies knowledge of the job and company culture/practices to complete a wide range of tasks with narrow timelines for the C-suite and senior level executive team.
• Maintains C-suite and executives' calendars, schedules meetings, makes appointments and arranges travel as needed. Prepares agendas. Proactively notifies executives of daily/weekly schedule and commitments and ensures that high priority activities take place and are rescheduled as appropriate.
• Organizes and prioritizes large volumes of mail, information, phone calls and emails. Drafts written responses or replies by phone or e-mail. Facilitates executives' responses by researching and compiling background information related to matters at hand. Whenever possible, uses discretion to respond in their stead, informing them of decisions made or actions taken.
• Acts as liaison between the C-suite leader and executives within the company managers and staff, providing or collecting information needed for executive level decision making.
• Works both independently and within a team on special projects and nonrecurring and ongoing projects. Acts with discretion and requires minimal direction or oversight. Acts as project leader on special departmental assignments including planning and coordinating presentations and meetings.
• Researches and compiles information and prepares draft versions of correspondence, reports and presentations.
• Prepares confidential correspondence and maintains classified files.
• Acts as mentor to all other HQ administrative assistants, including their engagement activities, training & development, as well as lead them in any HQ-wide activities that require their involvement and keeping them up-to-date on all new policies and procedures/best practices.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

REQUIREMENTS

Bachelor's degree (BA) in a relevant field and 5-8 years of progressively responsible administrative experience; or equivalent combination education and experience.

COMPETENCIES

• Ability to communicate effectively and succinctly, both verbally and in writing
• Ability to handle sensitive and confidential situations with poise and tact
• Ability to read and interpret documents such as annual reports, business periodicals, and legal documents
• Ability to multi-task and use critical thinking skills to manage large, complicated workload
• Knowledge of basic mathematics and business statistics
• Advanced knowledge of modern office practices, software and procedures
• Ability to compose effective and efficient reports and correspondence
• Proficiency in Microsoft Office Suite

WORK ENVIRONMENT / PHYSICAL ACTIVITY

• Work is in an office setting and generally sedentary with physical effort associated with using a computer, but may involve walking or standing for brief periods of time.
• May be required to occasionally lift, carry, push, pull, or otherwise move objects up to 25 pounds.
• May be required to occasionally travel and/or work evenings in support of company meetings or events